Understanding SharePoint site structure what's inside


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I did this presentation at SharePoint Saturday Ozarks - Slides give some information about what's inside a Site. A lot of the information on SharePoint was given during the presentation. Contact me if you have any questions

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Understanding SharePoint site structure what's inside

  1. 1. Understand the structure of a SharePoint Site Benjamin NiaulinPresented at: SharePoint Saturday SharePoint GeekOzarks
  2. 2. Description What’s in the box? How do you use it and why? In this session, you will go over the objects that make up a SharePoint Site. When starting in SharePoint, we often don’t realize the importance of our architecture. Should you create a Site per Project or a page per Project? These are questions that will be answered in this session. The goal of this session is to help you understand the tools and features available to you when starting a SharePoint project. #SPSOZARKS@bniaulin Share-gate.com
  3. 3. Who is this guy talking? Benjamin Niaulin Speaker, Trainer, Consultant, SCRUM Master Blog bniaulin.wordpress.com Website share-gate.com Email benjamin.niaulin@share-gate.com TWITTER!: @bniaulin @bniaulin Share-gate.com
  4. 4. Housekeeping• Follow SharePoint Saturday Ozarks on Twitter @SPSOzarks hashtag #SPSOzarks• Stop by and thank our sponsors for making this event possible!• Fill out and turn in evaluation forms to be eligible for the end-of- day raffle. You must be present to win.• Don’t miss “This Modern Station” tonight at Waxy O’Shea’s! 4 | SharePoint Saturday St. Louis 2012
  5. 5. OVERVIEW
  6. 6. Site Collections What’s a Site Collection? Site Site Site Site Site Site Site SharePoint Groups | Database | Style Library @bniaulin Share-gate.com
  7. 7. Limitations of a Site Collection Site Collection Site Collection Site Collection Site Collection Site Collection @bniaulin Share-gate.com
  8. 8. Know when to create a new SC Permission Levels Site Collection Features Configuration Shared Style Library Database (Suggested at 200GB) SharePoint Groups URL (/Sites/.. Or Explicit) Recycle Bin Quotas Templates, Web Parts, Content Types Document IDs@bniaulin Share-gate.com
  9. 9. DEMO
  11. 11. What’s a SharePoint Site If Site Collections are made of Sites. What is a Site? Think of Sites as boxes, containers Lists Libraries@bniaulin Share-gate.com
  12. 12. Site Templates SharePoint Sites are available through different templates What’s the difference?@bniaulin Share-gate.com
  13. 13. Why Create a New Site? Delegate management to someone else (another team) Different permissions Need to isolate available lists and libraries in the same “box” Some Site Templates come with unique features (blog, Meeting, etc.) Site Features (Content Organizer, etc) Remember, a Site is a container and NOT a web page@bniaulin Share-gate.com
  14. 14. DEMO
  16. 16. What is a List? Familiar with Excel? Access? Word? A List is essentially very similar to a worksheet or table But you can easily control what goes in a column @bniaulin Share-gate.com
  17. 17. What is a Document Library It’s the same as a list but for files (documents)@bniaulin Share-gate.com
  18. 18. List and Library Templates Lists and Libraries also have templates It DOES matter which one you pick. Each Template comes with it’s little functionality @bniaulin Share-gate.com
  19. 19. Need to Know Try to apply permissions at the List/Library level and not on every folder or files Stay away from folders as much as possible, tag! Watch out with free for all versioning Metadata Navigation Save your list/library as template with or without the content@bniaulin Share-gate.com
  20. 20. DEMO
  21. 21. COLUMNS
  22. 22. Columns and their types When you create a column it is stored in the list/library where you create it Every type of column has it’s use Know when to use the right one Views will be created based on the columns Workflows can be created, triggered by the right column information SharePoint allows for Column Validation@bniaulin Share-gate.com
  23. 23. Reuse your Columns! If you create columns from your lists/libraries they are stored in them. And thus, are not reusable. I recommend using “Site Columns” whenever possible to be able to reuse them. Site Columns are available to subsites – best to create at the root@bniaulin Share-gate.com
  24. 24. Columns vs Site Columns – Huh? List/Library Column Site Column Fast to create Reusable! Not reusable Cross-Site lookup column Does not permit cross site Always available in the lookup CQWP Not always available in Can organize them by CQWP (Content Query WP) “groups” Easy to use for Power User Very useful to provide advanced solutions with SharePoint Foundation@bniaulin Share-gate.com
  25. 25. DEMO
  27. 27. What’s a Content Type? Reusable set of columns used together that defines a type of content in your organization Document Templates to be used with specific metadata Document Policies (Retention, Audit, Labels, Barcodes) Document Information Panel (Form in Office Documents that allows you to enter Column Information) Helps reunite content spread in multiple libraries together Helps having different columns in the same list/libraries, so different content but same list/library features enabled@bniaulin Share-gate.com
  28. 28. Should you use Content Types? Try to use Content Types as much as possible where it makes sense Create them at the root of your Site Collection to make them available in Sub Sites@bniaulin Share-gate.com
  29. 29. Content Type Settings@bniaulin Share-gate.com
  30. 30. DEMO
  31. 31. PAGES
  32. 32. SharePoint Page What’s the difference between a Site and a Page? To SharePoint, a page is nothing more than another document. Just another file that ends in .aspx instead of .docx Browser you are in happens to be what shows pages so you stay in SharePoint to see them Where do documents go in SharePoint? Used to show information to the visitor@bniaulin Share-gate.com
  33. 33. Different Types of Pages Wiki Page “Wiki”= Quick Used to quickly create and link content Use [[ Publishing Page Uses predefined Page Layouts for design Allows Metadata (Columns) in the layout Web Part Page Only allows for Web Parts on the page Removes the Quicklaunch for a full width page@bniaulin Share-gate.com
  34. 34. Use them! Instead of create a new site, think of pages and views Helps you stay in the same site, access lists and libraries but show different perspectives to different visitors List and Library Views = Pages Take advantage!@bniaulin Share-gate.com
  35. 35. DEMO
  36. 36. WEB PARTS
  37. 37. What’s a Web Part? Familiar with Apple “App Store”? Think of it the same way, SharePoint has “apps” or web parts that have a job to do@bniaulin Share-gate.com
  38. 38. Understanding Web Parts They have a job to do, but stay on the page you put them. It cannot interact with Web Parts on other pages Can work together as “connections” to get you dynamic content. Ex: Use one list to filter another list Can use “Audiences” to set who should see this Web Part There are many available online or you can develop some based on your requirements@bniaulin Share-gate.com
  39. 39. My Favorite Web Parts Content Query Web Part!! Content Editor Web Part Note Board Web Part RSS Viewer Web Part Filter Web Parts Search - Core Results Web Part Chart Web Part - Sometimes@bniaulin Share-gate.com
  40. 40. DEMO
  41. 41. Q&A
  42. 42. THANK YOU!KEEP IN TOUCH ON TWITTER @BNIAULIN Benjamin Niaulin@bniaulin Share-gate.com