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SharePoint Saturday Twin Cities – Working On It . . . Together!
Congratulations – You Are a Site Owner
Donald Donais
April...
2
Avtex Portal and Customer Experience Sales Engineer
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.w...
3
• SharePoint Basic Information
• Discovery Process When Inheriting a Site
• It's The End of the World, XYZ Was Deleted!
...
4
SharePoint Basic Information
5
Basic SharePoint Structure
Top Level Site
Sub-Sites
HR
Collab
Sales
Collab
ABC.com/collaboration
Top Level Site
Sub-Site...
6
• Out of the Box Templates are Built for a Specific Purpose
– Team Site = Collaboration Site for Department or Project
–...
7
• SharePoint 2007
– Sites: http://bit.ly/1obkr9b
– Lists & Libraries: http://bit.ly/1f9RNhf
• SharePoint 2010
– Sites, L...
8
• Every Hear About the FAB 40?
• Set of Templates for SharePoint 2007 & WSS 3.0
• Options Included
– Inventory Tracking
...
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 A...
12
• Defined as “Types of Content”
– Media
– Documents
– Contacts
– Pages . . .
• Many Out of the Box Content Types
– Docu...
13
• Top Level Site Content Types
– Available Within All Sites of the Site Collection
• Across Site Collections
– Content ...
14
• Metadata Is Key
• List and Library Views Make Life Easier
– How Do You Want Your Information?
• Personal Views
– Anyo...
15
• Columns
– Display Specific Columns in Any Order
• Sorting
– By Columns and By Two Levels
• Filter
– By Columns and Mu...
16
• Publishing Pages
– Web Part Zones
• Used to Add Web Parts/App Parts
To Page
• Easily Move Web Parts from Zone
to Zone...
17
• Wiki Type Pages
– Collaboration Home Pages or
Wiki Library/Site Pages
– Edit Right in the Web Page
– Text Layouts (20...
18
ABC.com
Human
Resources
(Pub Site)
Benefits (Library)
PTO Policy (Doc)
Sales IT
Permissions!
• Permissions are Inherite...
19
Best Practices With Permissions
Active Directory
Group
SharePoint Group Apply
Security
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...
22
• Features Can Be Enabled at Site Level
– Site Actions/Settings > Site Settings > Site Actions Section> Manage Site Fea...
23
• Content Types
– Section Not Available By Default
– If Not Seen, Then Using Default Content Type
• Columns
– Local Col...
24
• View Group Permissions
– Use to View Permission Assignments
of Group Within Site Collection
– Group > Settings > View...
25
• Check Permissions
– Check Permissions for User or Group
– Found Site, Library/List, Document/Item
Permissions
• Show ...
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
–...
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 Organiz...
30
• Most Organization Live and Die on Folders
• Folders Can Be Used For:
– Permissions
– Storage for Large Libraries
• Fo...
31
• Column Default Value Settings
– SharePoint 2010 & 2013
– Sets Default Value On a Folder
– Documents Tagged
Automatica...
32
Before After
Use of Views to Group Content
33
Moving From Folders To Metadata
Name SharePoint Entity Description
Executive Team Team Site Collaboration site for Exec...
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...
36
• URL Friendly Address
– Refers To The Address Bar
– A “Space”, In a Title Translates Into %20
– General Rule: No Space...
37
• Closing Web Part
– Web Part is Still Running In Page Background
• Delete Web Part
– Removes Web Part From The Page Pe...
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...
40
• Office.Microsoft.com
– Training Is Found In Support Area
– Many Free Training Topics Across 2007 – 2013 Versions
– Th...
41
• SharePoint Resource Documents
• SharePoint Resource links
• RSS Feeds
• Meeting Schedule
• Past User Group Presentati...
42
Thank You!
Avtex Portals and CX Sales Engineer
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.wordp...
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SPS Twin Cities - Congratulations You Inherited a SharePoint Site

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SharePoint Saturday Twin Cities 2014 Session - Congratulations you inherited a SharePoint Site

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Transcript of "SPS Twin Cities - Congratulations You Inherited a SharePoint Site"

  1. 1. SharePoint Saturday Twin Cities – Working On It . . . Together! Congratulations – You Are a Site Owner Donald Donais April 5th, 2014
  2. 2. 2 Avtex Portal and Customer Experience Sales Engineer ddonais@avtex.com Blog – Tales from IT Side http://talesfromitside.wordpress.com Twitter @dondonais Donald Donais
  3. 3. 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. 4. 4 SharePoint Basic Information
  5. 5. 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. 6. 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. 7. 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. 8. 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?
  9. 9. 9 What Is Metadata? What is the difference?
  10. 10. 10 You Already Do Metadata! Defined In Terms of Fruit Season Type Uses Taste
  11. 11. 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. 12. 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. 13. 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 Creating Content Types
  14. 14. 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. 15. 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. 16. 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. 17. 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. 18. 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. 19. 19 Best Practices With Permissions Active Directory Group SharePoint Group Apply Security
  20. 20. 20 Discovery Process When Inheriting a Site
  21. 21. 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. 22. 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. 23. 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. 24. 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. 25. 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. 26. 26 It’s The End Of The World, XYZ Was Deleted!
  27. 27. 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. 28. 28 Changing Existing Structure To Something Better
  29. 29. 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. 30. 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. 31. 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. 32. 32 Before After Use of Views to Group Content
  33. 33. 33 Moving From Folders To Metadata Name 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. 34. 34 Site Owner Gotcha’s
  35. 35. 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. 36. 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. 37. 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. 38. 38 Because We Don’t Know Everything, Training!
  39. 39. 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. 40. 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. 41. 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. 42. 42 Thank You! Avtex Portals and CX Sales Engineer ddonais@avtex.com Blog – Tales from IT Side http://talesfromitside.wordpress.com Twitter @dondonais
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