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

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

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  • 1. SharePoint Saturday Twin Cities – Working On It . . . Together! Congratulations – You Are a Site Owner Donald Donais April 5th, 2014
  • 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 • 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 SharePoint Basic Information
  • 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 • 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 • 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 • 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 What Is Metadata? What is the difference?
  • 10. 10 You Already Do Metadata! Defined In Terms of Fruit Season Type Uses Taste
  • 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 • 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 • 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 • 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 • 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 • 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 • 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 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 Best Practices With Permissions Active Directory Group SharePoint Group Apply Security
  • 20. 20 Discovery Process When Inheriting a Site
  • 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 • 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 • 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 • 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 • 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 It’s The End Of The World, XYZ Was Deleted!
  • 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 Changing Existing Structure To Something Better
  • 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 • 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 • 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 Before After Use of Views to Group Content
  • 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 Site Owner Gotcha’s
  • 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 • 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 • 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 Because We Don’t Know Everything, Training!
  • 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 • 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 • 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 Thank You! Avtex Portals and CX Sales Engineer ddonais@avtex.com Blog – Tales from IT Side http://talesfromitside.wordpress.com Twitter @dondonais