Are you a newly minted site owner and you want to know how to get started? Or did your company just roll out SharePoint and you want to learn more about what it can do?
In this session, I will walk through what Power Users need to know when they become site administrators, champions, ninjas, or owners. I will be going through things at an overview level. I will go into detail on some areas in which I have seen the biggest gaps while working with different companies. This session will go through such things as:
· Managing security
· Managing libraries and lists
· Managing search
· What are the features available and what do they do?
· Building a useful site with pages, views and web parts
3. How to speak SharePoint
Security
Demos, Demos & more Demos
Content & Metadata
Essentials for the
SharePoint Power User
SPTechCon
San Francisco 2016
Search
4. “If you ask 10
people to define
SharePoint, you’re
likely to get ten
different answers”
Reference
6. Power User vs Administrators
Power Users
• Works with…
• Sites
• Security
• Content
• Lists & Libraries
• Pages
• Metadata
• Look & Feel
• Workflows
• Business process
Administrators
• Works with…
• Servers
• Farm
• Database
• Services
• Web applications
• Active Directory
• Enterprise settings
• 3rd party setup
• Roles could be spread across a team
7. Architecture
How to Speak SharePoint
Web Application
Farm
Site Collection
Library & Lists
Sub site
https://intranet.com/sites/HR
https://intranet.com
https://intranet.com/sites/HR/lists/contacts
https://intranet.com/sites/HR/team
8. Document Library
How to Speak SharePoint
List
Content Type
Columns
View
Web Part
Master Page
Page Layout
SharePoint Group
Permission Level
SharePoint Workflows
SharePoint Designer
10. Online or On-Premises?
Core power user
functionality is not different
Online will require keeping
pace with new features
11. Let’s talk Security
Site
Collection
Site
Library, List
Item,
Document,
Folder
Permission
Level
Full Control
Edit
Contribute
Read
View Only
Approve
Design
Create your own!
User or Group SharePoint Object
3 things make up SharePoint Security
12. Security is based on inheritance
Site
Collection
Site
Library, List
Item,
Document,
Folder
Site
Collection
Site
Library, List
Item,
Document,
Folder
Unbroken Inheritance Broken Inheritance
13. Groups & Broken Inheritance
Site
Collection
Site
Library, List
Item,
Document,
Folder
Group members do not
change through broken
inheritance
Members Owners
Owners
Once in a group, access
applied wherever that
group is
Deleting a group, deletes
the whole group
14. Security info & advice
Start with an open permission model and restrict when needed
Permissions can be applied at a Site, Library/List, or Folder/Item level
Try to not break permissions unless you need to
When users with manage permissions share content, inheritance is broken
Using Active Directory groups for larger groups could be easier to manage
SharePoint groups are available across the whole site collection
SharePoint Groups & Permission levels do NOT cross site collections
16. Content Types & Columns
Project
Document
Document
Type
Project
Number
Client
Invoice
Document
Document
Type
Finance
Team
IT
Document
Document
Type
IT Team
Content Types
Site Columns
18. Site Columns vs List Columns
• Created when creating a column directly
on a list or library
• Cannot be reused
• Easy to create and customize
Site Column List Column
• Created at the site level via “Site Columns”
• Available in all list, libraries, and subsites
• Centralized data
• Requires extended rights
• Requires planning
• Created when Content Type Hub used
19. Managed Metadata (column type)
Manage your metadata outside of the column structure
Groups, Term Sets, & Terms
Hierarchy of terms
Labels
• (SOW = Statement of Work)
20. Content Types & Columns info & advice
Don’t modify/delete default site columns
Use site columns for reuse across a site or site collection when possible
Once a content type is associated with a library/list it can be modified there
Use the right column type for the job
List & Column validation can be handy
A Content Type Hub can be used to have centralized content types
Create columns without spaces then add them (like libraries/lists) for good internal field name
22. Search
SharePoint search will never be like Google search
Involve end users
Content is search driven using metadata
Use Search web parts to make intelligent sites
23. Search
Enterprise Search vs Site Search
Site search page cannot be modified - osssearchresults.aspx
Enterprise search pages can be modified – results.aspx
Customize your search settings to:
• Set new search center URL
• Set custom search results page (build your own!)
• Set search navigation
24. Crawled Properties & Managed Properties
• Created when a crawl is ran
• No control
• Useless against queries
• Only stores information collected by crawl
• Must have data to be crawled
ManagedCrawled
• Mapped to one or more crawled properties
• Site & managed metadata columns become
managed properties automatically
• Determines look/feel within search results
• Have properties that define usability like
sorting and refining
Managed via Search Schema
26. Search Queries
Keyword Operators
TermA TermB Implicit AND between each term
“TermA TermB” Must match exact phrase
TermA OR TermB Items with either term are returned
Term* Items starting with entered characters up to wildcard
TermA NOT TermB Any items containing trailing term are excluded
Built using Keyword Query Language (KQL)
Property Queries - ManagedProperty | Operator | PropertyValue
Filextension=docx Only files with the extension of docx
Author:”Drew Madelung” Files created by “drew”
Created>2016-11-16 Items created after 11/16/2016
-tile:test Excludes results that include the word test
KQL Syntax Reference https://msdn.microsoft.com/en-us/library/office/ee558911.aspx
27. Content Search Web Part
Compared to Content Query Web Part, but better
Can display items from anywhere in SharePoint
Built with Search Query + Display Template
28. Display Templates
• Located in: “~sitecollection/+catalogs/masterpage/Display Templates”
• Utilizes HTML and Javascript
• .js file automatically built
2 different display templates used per web part
Reference - https://cann0nf0dder.wordpress.com/2013/02/20/content-search-webpart-and-display-templates
29. Search info and advice
Use Content Search Web Parts in place of Content Query
Don’t customize the default display templates
Lots of display templates available online to start
Use the “Refinable” managed properties for mapping in Office 365
Utilize search for people results
Search results will not appear until after a crawl (really fun waiting in Office 365)
Don’t hardcode in query when possible
Query variables are your friend -> ex… {QueryString.parametername} or {User.property}
31. Drew’s Random Tips From the Field
• You can filter views using [Me] and [Today]
• Put your scripts into a file and reference them via a content editor web part
• Take advantage of calculated columns and list validation
• When editing a view, if there is a web part on another page it will NOT update that web part
• If you modify a view within a web part it will only be done within that web part
• There is a hidden User information list on each site collection
• Use SP groups to audience target web parts
• JSLink for web parts (not available in modern experiences)
• Put your scripts into a file and reference them via a content editor web part
32. What to do when you leave
• If you’re an admin….FIND some power users
• Set up a power user meeting and then meet regularly
• Build a community with other power users to exchange tips and tricks
• Set up a plan to have power users involved in the support process
• Review your current permissions & content type setup
33. • xxxx
Help Contribute &
Stay Informed!
Microsoft Tech Community
https://techcommunity.microsoft.com
Office 365 Roadmap
https://fasttrack.microsoft.com/roadmap
Office Blogs
https://blogs.office.com/
Office 365 Admin Center – Message Center
https://portal.office.com/AdminPortal
Books
Search Queries Explained – Mikael Svenson
https://www.amazon.com/SharePoint-Search-Queries-Explained-writing-
ebook/dp/B00RO84UBQ/ref=asap_bc?ie=UTF8
Office 365 for IT Pros
http://exchangeserverpro.com/ebooks/office-365-for-it-pros