january 2015 mnspug - what is this thing called sharepoint?

Meeting #121http://sharepointmn.com

Welcome to the Minnesota SharePoint

User Group

January 14th, 2015

What is this Thing You Call SharePoint?

Tamara Bredemus & Don Donais

Donald Donais


Agenda

• MNSPUG Information• Basic Terminology & Structure• Application Functionality• Permissions• BREAK• Content Types• Web Parts• Navigation• Search


User Group Goal / Objectives

Develop and support a local community focused on Microsoft SharePoint Technologies

• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions


MNSPUG Sponsors

Wrox Press (www.wrox.com)

O’Reilly (www.oreilly.com)

Dedicated Sponsors

Avtex (www.avtex.com)

Microsoft (www.microsoft.com)

Annual Sponsor

Currently Looking for Sponsorships!

SharePoint User Group Support

http://www.wrox.com/

http://www.oreilly.com/

http://www.avtex.com/

http://www.microsoft.com/


MN SharePoint Users Group Website

• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information

• http://sharepointmn.com• Email: [email protected]

mailto:[email protected]



Social Networking

• Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page

http://www.linkedin.com/groups?gid=1878792

• Twitter tags - @MNSPUG and #MNSPUG

• Yammer – Minnesota SharePoint Users Group https://www.yammer.com/mnspug/

http://www.linkedin.com/groups?gid=1878792

https://www.yammer.com/mnspug/

https://www.yammer.com/mnspug/


Upcoming Schedule

• Next Meeting February 11th, 2015 – Administering Your SharePoint Environment (IT Pro)

• Help Shape the Presentation – Join us on Yammer to Make Suggestions for this Meeting

Microsoft Technology Center, Edina, MN Check www.SharePointMN.com for updates!

• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina

http://www.sharepointmn.com/


Local and Online EventsSPChat through SharePoint Community – Online http://sharepoint-community.net/ Jan 15th – Business Process Automation (Laura Rogers) Jan 20th – Driving Yammer Adoption (Sam Marshall)Feb 4th – SharePoint, O365 and Mobile (Todd Baginski)

Twin Cities PowerShell User Group – Feb 10th, 4:30 – 7:00 pmhttp://www.tcposhug.com/

SharePint – January 21st, 2015http://www.meetup.com/Minnesota-SharePoint-SharePint/events/219164451/

SPTechCon – February 8th – 11th, 2015 in Austin, Texas http://www.sptechcon.com/

Microsoft Ignite Conference – May 4th – 8th 2015 in Chicago, Illinoishttp://ignite.microsoft.com/

Anything Else?

http://sharepoint-community.net/

http://sharepoint-community.net/

http://www.tcposhug.com/

http://www.meetup.com/Minnesota-SharePoint-SharePint/events/219164451/

http://www.sptechcon.com/

http://www.sptechcon.com/

http://ignite.microsoft.com/

http://ignite.microsoft.com/


Evaluations & Giveaways!


Presenters


Tamara Bredemus• Senior Collaboration Architect, City of

Minneapolis• [email protected] • Blog: http://heytamara.com• Twitter: @TamaraBred


http://heytamara.com/


Donald Donais• Solutions Architect – Portals• Family: Married to Kelli, Mackenzie (13), & Mitchell

(10)• Twitter: @dondonais• LinkedIn: http://www.linkedin.com/in/ddonais/• Email: [email protected]• Blog: http://talesfromitside.wordpress.com• Drummer: When I am not working!


What is SharePoint?

15

What do all of these tools

do?

What do you WANT to

do?


What are Your Pain Points?

17

Can’t find my documents

I have no idea who’s out on vacation

Using email to manage requestsIs THIS the current version

When is that project dueWhat events do other divisions have going on

Someone locked the spreadsheetWho updated my doc

Can’t get to what I needI just want to do my job

I need more emailCombining changes

Who has the equipmentWho does what


Use SharePoint to Fix Pain Points

• Make the first thing on a site a solution to a pain point• Import spreadsheets to create a list

Add choice columns Create Views

• Use a shared folder to create columns for a library Use the folder structure for drop-down values Break apart document names and create columns for each chunk Add a status choice column Add a multiple line of text column for notes

• A blank template does not drive adoption


Basic Terminology & Structure


Structure


Structure Site Collection


Structure Of SitesCollection


Structure Site Collection1:M Sites



Parent / Root / Top Level

1:M Sites




1:M Sites

Sub-site


Structure Site Collection1:M Sites


Sub-site Sub-site




1:M Sites

Sub-site Sub-site




1:M Sites

Sub-site Sub-site

1 RowTo

0 – M Files




1:M Sites

Sub-site Sub-site

1 FileTo

1 Row

1 RowTo

0 – M Files


App Functionality


App Functionality

Alerts• Item or File• List or Library


App Functionality

Alerts• File


App Functionality

Alerts• Library


App Functionality

Alerts• Library

1. Create view2. Create Alert


App Functionality

Alerts• LibraryUse multiple daily summaries

Allow enough time to work


App Functionality

Alerts• Items & List


App Functionality

Alerts• Item or File• List or Library

• Alternative to SharePoint Designer Workflow Email when used with views

• No ability to customize Alert email


App Functionality

Quick Edit (2013)• Datasheet View

(2010)• Edit in Datasheet

(2007)


App Functionality

Quick Edit (2013)• Datasheet View

(2010)• Edit in Datasheet

(2007)

Edit like a spreadsheet


App Functionality

Views• Formats• Sort & Filter• Groups• Totals

Set up similar for lists and libraries


App Functionality


Two date fields

Check Out RequiredAppend Text fields

Too many rows in one page

One date fieldTwo date fields = Better% Complete = Helpful


App Functionality


Cannot change after creationOnly YOU see the personal view

Name creates URLCan be changed later


App Functionality


Check the columns you want to appear in the

view

Put columns in order

TipCheck columns > Save changesModify view > Order columns


App Functionality



App Functionality


TipSort by up to two columns

Use Grouped by expanded to get 4 levels of sortingGroup 1Group 2Sort 1Sort 2


App Functionality



App Functionality


Use [Me] on a person/group field to show info for logged

in user

Use [Today] on a date fieldYou can even add or subtract days

Filter by up to 10 columns

Beware your conjunctions


App Functionality



App Functionality


Different column types allow for different functions.


App Functionality


Volunteer = [Me]

Filter by Start is less than or equal to [Today]And

Filter by Start is greater than [Today]-90And

Filter by Volunteer is not equal to BLANKGrouped by Volunteer Collapsed

Totals Hours Sum

Guess which view format?


App Functionality

Send To• Other Location• Custom location• Document Workspace

(2010 )


App Functionality


(2010 )

Available in Libraries


App Functionality


(2010 )


If YesTurn on Check Out is

Required on Source Library


App Functionality


(2010 )



App Functionality


(2010 )

Destination Library


App Functionality


(2010 )

View Properties of original documentIn original library


App Functionality


(2010 )

Original library


App Functionality


(2010 )

Under Advanced Settings


App Functionality


(2010 )


App Functionality

Versioning Settings


App Functionality


App Functionality

No Check Out functionality in Lists


App Functionality

Content Approval to Yes Allows Major and Minor

Versions


App Functionality

Content Approval set to YesActivates Draft Item Security choices


App Functionality

10


App Functionality


App Functionality

v


App Functionality


App Functionality

If Yes

Change to Yes


App Functionality

v


App Functionality

Turned on by default in

2013 400,000 Versions

Only changes saved in 2013

v


App Functionality

v


App Functionality

ALLNOT 3 Drafts

for each version


App Functionality


App Functionality

If Major and Minor VersioningSet Require Check Out to Yes


App Functionality


Permissions


What Is SharePoint Permissions?

All About Security

• Site Level• List or Library• Item or Document• Site Owners Control

Permissions

Everything is Inherited

• By Default Permissions Inherit Downward

• Breaking Inheritance is Possible

• Do With Governance

Security is not Audience Targeting

• Audience Targeting Displays Information by Audience

• Found Only At Web Part Level

• Still Can Find ContentYou Can Only See What You Have Permissions For!


Permission Inheritance

• By Default – Inherited Permissions• Breaking Inheritance Can Happen

• Site/Web Level• List/Library App Level• Folder Level• Item/Document Level

• Once Inheritance Broken• Copies Permissions from Above• Below Break – Permissions Do Not Change


Fabrikam

HR

List

Folder

Item

Library

Folder

Library

Sales OpsRead


Fabrikam

HR

List

Folder

Item

Library

Folder

Library

Sales OpsContribute

Read


SharePoint Permission Basics

Permission Levels

Full Control

Contribute

Read

View Only

Users

AD Groups

SharePoint Groups

Where Applied


SharePoint Permission – Not to Do

Permission Levels

Full Control

Contribute

Read

View Only

Users

AD Groups

SharePoint Groups

Where Applied


SharePoint Permission Best Practice

Permission Levels

Full Control

Contribute

Read

View Only

Users

AD Groups

SharePoint Groups

Where Applied


Permission Need to Knows!

• User Active Directory Security Groups Work with IT with AD Groups Cannot Use Distribution/List or

Group Issue - Do Not See Members of

Security Groups Document Permissions if Using

Individual Permissions• Sharing

SharePoint 2013 and SharePoint Online

Goal to Allow End Users the ability to Share Easily

Otherwise Need to be a Site Owner


Permission Need to Knows!

• Permissions for External Users SharePoint Online Feature Enabled within Admin

Console for Tenant QR Code is Also Available

• Anonymous Sharing SharePoint Online Feature

Associated to External Users

Anonymous Guest Link


Break Time


Content Types


Benefits of Content Types

• Manage multiple types of content from one location

• Reduce number of fields presented to user• Use multiple templates in a Document

Library• Use Web Parts to rollup data• Quickly create Lists and Libraries• Change content type and push changes• Find things later


Content Type Examples


Multiple Tem

plates


Change Forms


Don’t say Content Types

It scares your users


Instead say Types of Content

People understand Types of Content


• Types of Entertainment• Types of Cake• Types of Cars


• Types of Entertainment Movies Music Books

• Types of Cake• Types of Cars



• Types of Cake Chocolate Chocolate Chocolate

• Types of Cars



• Types of Cake Chocolate Chocolate Chocolate

• Types of Cars Fast Slow Broken


What is a Content Type

• Template Columns – How we describe something Workflows – Automated business process Information Management - Retention Document Template/Form


Type ofEntertainment Author Subject Rating Pages Time Pub

X X X X 0 X

X X X 0 X X

X X X 0 0 0


5 STEPSto build content types


5 steps to build content types

1. Plan

Type ofEntertainment Author Subject Rating Pages Time Pub

X X X X 0 X

X X X 0 X X

X X X 0 0 0



1. Plan2. Site Columns



1. Plan2. Site Columns3. Content Type



1. Plan2. Site Columns3. Content Type4. Add Site Columns



1. Plan2. Site Columns3. Content Type4. Add Site Columns5. Add Content Types


Where to create Content Types


Sub-site Sub-site

Content Type Hub

Parent / Root / Top

Level

Sub-site

Sub-site

Parent / Root / Top

Level

Sub-site

Sub-site

Use it everywhere in the Farm/Tenant




Sub-site Sub-site

Content Type Hub

Parent / Root / Top

Level

Sub-site

Sub-site

Parent / Root / Top

Level

Sub-site

Sub-siteOnly in THIS Site Collection

The Parent site and ALL Sub-Sites




Sub-site Sub-site

Content Type Hub

Parent / Root / Top

Level

Sub-site

Sub-site

Parent / Root / Top

Level

Sub-site

Sub-siteOnly in THIS Site and it’s children

Cannot share with sites on same level


Recorded Content Type Build Demo

• https://www.youtube.com/watch?v=EmNMBR8YhjY

https://www.youtube.com/watch?v=EmNMBR8YhjY



Web Parts


What is a Web Part?

• Web Part Customizable & Reusable

Web Page Component Window Into SharePoint

Content Typically Added to a

SharePoint Page Added to Publishing Pages or

Wiki Pages and Have Different Features

• Wiki Pages = Free-Form• Publishing = Structure

Page

Wiki Web Part PageDesigned For Free-form content,

text, tables, links, and web parts

Structure Web Part content including lists, libraries, etc.

Stored In Site Pages Library Library (Site Assets, Site Pages)

Created By Site Members and Owners (Contribute)

Site Owners and Designers (Design or Full Control)

Home Page Yes Yes


Configuring Web Parts

• All Web Parts Include Primary Configuration Sections: Appearance – Height, Width, & Chrome Layout – Hidden, Direction, & Zone Advanced – Web Part Tools, Description,

Icon, & Target Audience• Some Web Parts Extra Configuration

Views – Lists or Libraries Query Builder – Search Query Query/Presentation – Content Query


List or App View Web Parts

• Associated Web Parts for Lists or Libraries

• Features Include Using Built In Views

• OR Modify View Within Web Part• Some of These Web Parts Have

Bonus Features SharePoint 2013 Task List –

Timeline SharePoint 2013 Promoted

Links -Tiles


Dynamic Content Web Parts

• Content Query Web Part (CQWP) Publishing Features Need to

Enabled Content Roll Up Within Site

Collection• Content by Search Web Part

(SP2013/SPO)

Similar to CQWP Uses Search, so Dependent on

Search Crawl Content Roll Up Across SharePoint

Environment Display Templates Used to Style

Content


Dynamic Content Web Parts and More!

• Relevant Documents Shows Content Relevant to

Current User Modified By, Created By or

Checked Out Content Found Within

Current Site


When You Have to Use Code

• Content Editor Multiple Capabilities Including

WYSIWYG Can Edit the Source (HTML) Add HTML or CSS Code to Page Use JavaScript with SharePoint

2010 • Script Editor

Only Found in SharePoint 2013 Primarily Used for Adding Code to

Page HTML, CSS, or JavaScript Best Practices – Use Script Editor to

Control Page Content


Navigation


SharePoint Navigation

• By Definition – Navigation SharePoint Sites & Content

• Local Navigation Local Breadcrumb –

2007 & 2010 Quick Launch Or

Current Navigation • Global Navigation

Navigate Up – 2007 & 2010

Top Link Bar or Global Navigation

Navigate Up


Publishing Features Disabled

• Team or Project Sites – No Publishing

• Reduced Functionality Local Navigation = Quick

Launch Global Navigation = Top

Link Bar Pushing Down

Navigation Not Available• Every Manually Added


Publishing Features Enabled

• Different Experience with Publishing Enabled

• Publishing Site Collection & Site Feature

• Global & Local Navigation Options

• SharePoint 2013 Can Use Managed Metadata (term set)

• Manually or Automatically Adjust Navigation

• Inherit Navigation from Parent to Child Sites


Search


How Search Works1. Content = Folders,

List Item or Document

2. Added to List or Library

3. Search will Crawl Content

4. Historical Storage in Crawl DB

5. Written to Search Index

6. User Initiates Search Query

7. Uses the Search Index to Find Info

8. Returns Results to User

Content

List/Library

Crawl Content

Crawl DB

Index UserSearchQuery

ReturnedResults


Search Results• Results Display What is Indexed• Results Are Security Trimmed• More Relevant Results

Add Column to Index – List/Library

Include Keywords/Best Bets (SP2010)

Or Search Query Rules (SP2013)

• Refinement Panel Introduced in SharePoint

2010 Can Modify the Refinement

Panel

SharePoint 2010

SharePoint 2013

SharePoint 2010 Best Bets


Resources• List of All SharePoint 2010 Web Parts – Laura Rogers

http://www.wonderlaura.com/Lists/Posts/Post.aspx?ID=40

• List of All SharePoint 2013 Web Parts –Laura Rogers http://www.wonderlaura.com/Lists/Posts/Post.aspx?ID=214

• Simple Permissions Governance – Laura Rogers http://www.wonderlaura.com/Lists/Posts/Post.aspx?ID=140

• Use Alerts and Views to Send Selective Emails – Jamie McAllister http://

social.technet.microsoft.com/wiki/contents/articles/14185.sharepoint-2010-use-alerts-and-views-to-send-selective-emails.aspx

• SharePoint 2013 Build Content Types Demo – Tamara Bredemus https://www.youtube.com/watch?v=EmNMBR8YhjY

• Permissions Matrix Spreadsheet Example – Tamara Bredemus http://heytamara.com/2013/08/20/keep-track-of-sharepoint-permissions-without-a-third-party-tool /

• Metro Studio 3 (Promoted Links Image Generator) http://www.syncfusion.com/downloads/metrostudio?utm_source=vsgallery








http://social.technet.microsoft.com/wiki/contents/articles/14185.sharepoint-2010-use-alerts-and-views-to-send-selective-emails.aspx




http://heytamara.com/2013/08/20/keep-track-of-sharepoint-permissions-without-a-third-party-tool/

http://heytamara.com/2013/08/20/keep-track-of-sharepoint-permissions-without-a-third-party-tool/

http://www.syncfusion.com/downloads/metrostudio?utm_source=vsgallery

http://www.syncfusion.com/downloads/metrostudio?utm_source=vsgallery


SPTechCon Passes

• SPTechCon – Austin, Texas• February 8 -11• 2 Passes for Conference Includes:

Workshops, Sessions, Meals, Receptions & Materials• 80+ Members Registered for the Giveaway

Kristin HallAmeriprise Financial

Tony RobranOpus Group

CONGRATULATIONS!


Last But Not Least

• Please Fill Out Evaluations• Drawings for Giveaways• Today’s Presenters:

• Tamara Bredemus• Don Donais

Thanks for coming!