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SPSSAC - SharePoint 101
The document provides an overview of SharePoint basics for beginners, including the SharePoint hierarchy of sites, site collections, and web applications. It discusses common SharePoint elements like document libraries, lists, views, and the MySite personal dashboard. The document also provides tips for optimizing the SharePoint experience and concludes with contact information for the author to ask additional questions.
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SPSSAC - SharePoint 101
- 1. SharePoint 101 Best Practicesfor Beginners Theresa Eller | Senior Engineer | Planet Technologies @SharePointMadam | sharepointmadam.blogspot.com
- 2. About Me • MicrosoftOffice Specialist certified in SharePoint 2013 • Frequent speaker and blogger in the international SharePoint and SQL communities • Senior SharePoint Engineer at Planet Technologies Proud dog mom to Shay & Cookie
- 3. Community Involvement • SharePointSaturday is a FREE one-day event featuring sessions from SharePoint MVPs and professionals around the world Find me at these locations SharePoint Saturday Sacramento sharepointmadam.blogspot.com Video featured on Webucator’s YouTube channel aOS.community (Azure, Office 365 & SharePoint Community) @SharePointMadam SharePoint Saturday Paris 2015
- 4. • SharePoint hierarchy •Anatomy of a site • Libraries • Lists • Views • MySite • Troubleshooting tips Agenda
- 5. SharePoint Hierarchy Site/Subsite |Site Collection | Web Application
- 6. Site / Subsite •Middle or lower level site – Can be directly below site collection root level or below another subsite – Permissions, content, and layout are maintained by Site Collection Admins and Site Owners • Can be a single page or multiple pages • Can refer to site collection top level/root site or a subsite
- 7. Site Collection • Rootsite – Binder that holds related sites • Maintained by Site Collection Administrators (SCAs) – SCAs can access and grant permissions to any site within the site collection
- 8. Web Application • Containerof site collections – Bookshelf that holds all the binders • The part that comes between “https://” and “sharepoint.com” – https://anythingbutcode.sharepoint.com – https://anythingbutcode-my.sharepoint.com
- 9. Browser Compatibility Supported BrowsersBrowsers Not Recommended Certain web browsers could cause some SharePoint 2013 functionality to be downgraded, limited, or available only through alternative steps. Versions 8, 10, 11 32-bit Latest Released Version PC or Mac
- 10. Anatomy of aSharePoint Site Site Collection Home Page | Site Design | Web Parts | Site Contents
- 11. Site Collection HomePage (Root Site)
- 12. • Containers usedto place content on a page – The puzzles pieces that make a site whole • Some of my favorites – List Web Part (existing list) – Library Web Part (existing library) – Content Editor Web Part (free text on page) – Excel Web Access Web Part (Excel chart) Web Parts
- 13. • Page thatdisplays all content available on the site Site Contents – Lists – Other apps – Libraries – Subsites – Recycle Bin (not shown because of permissions level)
- 14. Document Library Popular Libraries| Storage Uses | File Names | View Documents | Ribbon | Download
- 15. • Container ona site where you can upload, create, update, and collaborate on files with team members • Displays key information about the files – Title – Created (date) – Created by – Modified (date) – Modified by Document Library
- 16. Popular Libraries andTheir Storage Uses Digital media files, such as pictures and videos Data connections built in InfoPath forms Any type of file, typically Office suite files or PDFs InfoPath forms Wiki pages
- 17. • Limited to255 characters • Special characters should be avoided – e.g., Space = %20 – 3 characters instead of 1 – Doubled (to 6 characters) when opening or editing a document • Folders = %2F • Period = %2E File Names
- 18. View Document inBrowser
- 19. View Documents inClient Application
- 20. • Toolbar thatappears across the top of each page • Displays many of the most commonly-used tools, controls, and commands • Ribbon contents vary according to type of app or page Document Library Ribbon (1 of 2)
- 21. • Files tab– actions apply to individual documents • Library tab – actions apply to whole library/all documents Document Library Ribbon (2 of 2)
- 22. Download Documents -Ribbon
- 23. Download Documents –Edit Menu
- 24. List Popular Lists |List Ribbon | Calendars | Announcements | Tasks
- 25. • Collection ofdata that you can share with team members and other site users • Rich and flexible and have many built-in features that provide a robust way to store, share, and work with data • Similar to a spreadsheet (e.g., an Excel worksheet) • Displays key information about the list entries List – Title – Created (date) – Created by – Modified (date) – Modified by
- 26. Popular Lists Share newsand status Track events, meetings, or special dates Start a list from scratch Uses columns and data from an existing spreadsheet Shortcuts to (internal or external) online resources Track project action items, milestones, and deadlines
- 27. • Items tab– actions apply to individual documents • List tab – actions apply to whole library/all documents List Ribbon
- 28. • List withspecial views – Calendar (default) – All Events – Current Events • Create single or recurring events Calendar
- 29. • Assigns adifferent color to each calendar view • Can display up to 10 calendar views on a single calendar Calendar Overlay
- 30. • Events tab •Calendar tab Calendar Ribbon
- 31. • Keep yourteam, department, or division up-to-date with the latest news • Announcements automatically disappear after expiration date Announcements List Green asterisk appears on new items for the first 24 hours
- 32. • Keep yourteam, department, or division up-to-date with the latest news • Announcements automatically disappear after expiration date Announcements List Color block indicates Lync status Available Away Busy Do Not Disturb
- 33. • Document andtrack action items – Assignee (automatically receives email notification) – Percent complete – Due date – Status • View tasks on a timeline, calendar, or Gantt chart • Filter tasks by Assignee, Status, or other metadata • View tasks assigned to you, upcoming tasks, late tasks • See your aggregated tasks in MySite Tasks List
- 34. Views Multiple Views |Default View
- 35. • How informationin a SharePoint list or library is displayed • Can have multiple views Views
- 36. • How informationin a SharePoint list or library is displayed • Can have multiple views but only one default view – Default view is first on the left Views
- 37. My Site Create YourProfile | Upload Your Photo | Edit Your Bio | Edit & View Your Information
- 38. • Click yourname in the top right corner • Select About Me • Allow a few minutes for your profile to be created Create Your Profile
- 39. • Click edityour profile Upload Your Photo • Click Upload picture • Browse to find the picture • Select the picture • Click Open • Click Upload • Click Save all and close
- 40. • In theAbout me section, enter your bio • In Ask Me About, enter topics with which you can help people – These keywords will be searchable Edit Your Basic Information
- 41. • Click ContactInformation • Enter any missing information that you wish to make available – Changes to system populated fields will not be saved Edit Your Contact Information
- 42. • Click Details •Enter any missing information that you wish to make available Edit Your Details
- 43. • Click theellipsis (…) to the right of Details • Click Newsfeed Settings • Uncheck any settings you do not want Edit Your Newsfeed Settings
- 44. MySite – PersonalSharePoint Page (On-Prem)
- 45. Delve Replaces MySiteHome Page in O365
- 46. • In Commonshows the first person to whom you are both connected View In Common and Org Chart • Org Chart shows everyone on your team • Click on someone else’s name
- 47. • At thebottom of Org Chart, click See More to see a different view of the Org Chart • Can view your peers, your boss, your boss’ boss, etc., all the way to the President Org Chart HTML View
- 48. • Under yourphoto, click Tasks • Tasks from all MyTeams sites will appear here • Tasks may take up to 4 hours to appear on MySite View Tasks
- 49. • Microblog activities –Posts, replies, likes, mentions, or tagging an item • Following activities – People, documents, sites, or tags • User profile activities – Birthday, job title change, anniversary, etc. • Document activities – When a document is edited or shared View Activities
- 50. • Contains recentactivities from followed entries • Displays 20 items • Sorted in reverse chronological order Newsfeed
- 51. Search Search This Site| Enterprise Search | Operators
- 52. • Top rightcorner of each SharePoint site • Search options: – Everything – People – Conversations – This Site Default Search Box
- 53. • “SharePoint” canexist in the Title, Name, URL, or within the first 1,000,000 characters of a document • Filter search results using the refiners on the left Search for “SharePoint”
- 54. • Search theentire SharePoint environment Enterprise Search
- 55. Search Results (1of 2) Everything People
- 56. Search Results (2of 2) Conversations Videos
- 57. • Hover overa Word, Excel, PowerPoint, or PDF file in the Search results to see a preview of the document • Browse through the document without opening it Document Preview
- 58. Tips for aBetter SharePoint Experience
- 59. • Use InternetExplorer (PC) or Chrome (Mac) • Use Office 2013 • Bookmark the sites you use frequently • Know the URL (address) for your main SharePoint site • Go to training Tips for a Better SharePoint Experience
- 60. Questions? Theresa Eller |sharepointmadam@gmail.com | @SharePointMadam sharepointmadam.blogspot.com | www.slideshare.net/sharepointmadam