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 I believe 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: • How security works and how you should manage it • Intro to libraries & lists • Managing content types and columns • Get better search driven content • Building a page with search driven web parts

1. Essentials for the
SharePoint Power User
North American Collab Summit 2018
#CollabSummit

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5. Drew Madelung
Email : dmadelung@concurrency.com
Twitter : @dmadelung
Website: drewmadelung.com
Technical Architect – SharePoint & Office 365

6. How to speak SharePoint
Security
Demos, Demos & more Demos
Essentials for the
SharePoint Power User
North American Collab Summit
Search
Libraries & Lists & Content

7. “If you ask 10
people to define
SharePoint, you’re
likely to get ten
different answers”
Reference

8. Power Users are essential
for SharePoint adoption

9. Power Users vs Administrators
Power Users (Site Owners)
• 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

10. 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

11. Library
How to Speak SharePoint
List
Content Type
Columns
View
Web Part
SharePoint Group
Permission Level
SharePoint Workflows
SharePoint Designer

12. CONGRATULATIONS!
You have passed level 1 of how to speak SharePoint

13. Online or On-Premises?
Core site owner
functionality is not different
Online will require keeping
pace with new features

14. Library List
Used to store and manage things like
documents, videos or other pieces of
actual content and apply metadata
A table to hold data. Very similar to excel in that it
contains rows and columns. These are not used to
store documents but control information.
Libraries & Lists

15. Document Library List
Libraries & Lists

16. Libraries Lists
Libraries & Lists
Document Library
Picture Library
Wiki Page Library
Form Library
Asset Library
Pages Library
Custom List
Tasks
Calendar
Contacts
Promoted Links
Issue Tracking
External List
Survey
Links
Announcements
You can start with a template!

17. Libraries & Lists Advice
Don’t put spaces in names, please don’t
Be warned of the list view threshold (5,000) – Predictive indexing…
Can manage modern experience at the library/list level
Build useful views
Turn on content types through advanced library/list settings
Start using PowerApps & Flow instead of InfoPath & SharePoint Designer if possible

18. Content Types & Columns
Project
Document
Document
Type
Project
Number
Client
Invoice
Document
Document
Type
Finance
Team
IT
Document
Document
Type
IT Team
Content Types
Columns

19. Content Types
Document
Organization
Document
Project
Document
Finance
Document
Invoice
Document
IT Document
Infrastructure
Document
Content Types are
based on inheritance

20. 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

21. Managed Metadata (column type)
Manage your metadata outside of the column structure
Groups, Term Sets, & Terms
Hierarchy of terms
Labels
• (SOW = Statement of Work)

22. 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 – (session tomorrow)
Create columns without spaces then add them (like libraries/lists) for good internal field name

23. Content
Management
Demo

24. 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

25. 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

26. 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

27. 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

28. Security
Demo!

29. 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
Modern search is very different

30. Modern
Search
Classic

31. Classic 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

32. 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

33. 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

34. Highlighted Content Web Part (Modern)
New way to show specific content
using modern experience
Can display items from anywhere in
SharePoint

35. 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

36. 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}

37. Drew’s Random Tips From the Field
• You can filter views using [Me] and [Today]
• Take advantage of calculated columns and list validation
• Don’t put HTML in calculated columns
• 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 SharePoint groups to audience target web parts (not available for modern)

38. New Things for SharePoint Power Users
• “Column Formatter” in modern experience
• PowerApps can be used as forms for modern SharePoint lists
• “Attention Views” in modern experience
• Lots of new modern web parts
• Planner, Forms, Yammer
• SharePoint Hub Sites (coming soon!)

39. • 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

40. Questions?
Email: dmadelung@concurrency.com
Twitter: @dmadelung
Website: drewmadelung.com
Slides: http://bit.ly/DrewSlides

41. Essentials for the
SharePoint Power User
North American Collab Summit