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

1. SharePoint Saturday Twin Cities – Working On It . . . Together!
Congratulations – You Are a Site Owner
Donald Donais
April 5th, 2014

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Avtex Portal and Customer Experience Sales Engineer
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.wordpress.com
Twitter
@dondonais
Donald Donais

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• 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!

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SharePoint Basic Information

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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

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• 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

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• 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

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• 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?

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What Is Metadata?
What is the difference?

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You Already Do Metadata!
Defined In Terms of
Fruit
Season
Type
Uses
Taste

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• “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

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• 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

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• 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

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• 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

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• 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

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• 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

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• 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

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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

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Best Practices With Permissions
Active Directory
Group
SharePoint Group Apply
Security

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Discovery Process When Inheriting a Site

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• 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

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• 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

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• 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

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• 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)

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• 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

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

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• 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

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Changing Existing Structure To Something Better

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• 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

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• 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

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• 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

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Before After
Use of Views to Group Content

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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

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Site Owner Gotcha’s

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• 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

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• 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

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• 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

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Because We Don’t Know Everything, Training!

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• 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

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• 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

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• 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

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Thank You!
Avtex Portals and CX Sales Engineer
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.wordpress.com
Twitter
@dondonais