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Essentials for the SharePoint Power User - SPTechCon San Francisco 2016


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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

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Essentials for the SharePoint Power User - SPTechCon San Francisco 2016

  1. 1. Essentials for the SharePoint Power User SPTechCon San Francisco 2016
  2. 2. Drew Madelung Email : Twitter : @dmadelung Website: Technical Architect – SharePoint & Office 365
  3. 3. How to speak SharePoint Security Demos, Demos & more Demos Content & Metadata Essentials for the SharePoint Power User SPTechCon San Francisco 2016 Search
  4. 4. “If you ask 10 people to define SharePoint, you’re likely to get ten different answers” Reference
  5. 5. Power Users are essential for SharePoint adoption
  6. 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. 7. Architecture How to Speak SharePoint Web Application Farm Site Collection Library & Lists Sub site
  8. 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
  9. 9. CONGRATULATIONS! You have passed level 1 of how to speak SharePoint
  10. 10. Online or On-Premises? Core power user functionality is not different Online will require keeping pace with new features
  11. 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. 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. 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. 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
  15. 15. Security Demo!
  16. 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
  17. 17. Content Types Document Organization Document Project Document Finance Document Invoice Document IT Document Infrastructure Document Content Types are based on inheritance
  18. 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. 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. 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
  21. 21. Content Type & Column Demo
  22. 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. 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. 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
  25. 25. Search Schema & Managed Properties
  26. 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
  27. 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. 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 -
  29. 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 {}
  30. 30. One More Demo! One More Demo!
  31. 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. 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. 33. • xxxx Help Contribute & Stay Informed! Microsoft Tech Community Office 365 Roadmap Office Blogs Office 365 Admin Center – Message Center Books Search Queries Explained – Mikael Svenson ebook/dp/B00RO84UBQ/ref=asap_bc?ie=UTF8 Office 365 for IT Pros
  34. 34. Questions? Email: Twitter: @dmadelung Website: Slides:
  35. 35. Essentials for the SharePoint Power User SPTechCon San Francisco 2016