meeting # 103 welcome to the minnesota sharepoint user group july 10 th, 2013 become one with the...

Meeting # 103http://sharepointmn.com

Welcome to the Minnesota SharePoint

User Group

July 10th, 2013

Become One with the SharePoint Site, One Must!

Donald Donais

Donald Donais


Agenda

• Defining the SCA and SO Roles• Training• Working with End UsersBreak• Capabilities within SharePoint• Tools• Resources• Final Thoughts


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 SponsorBenchmark Learning (www.benchmarklearning.com)

SharePoint User Group Support

softwareOne(www.softwareone.com)

http://www.wrox.com/

http://www.oreilly.com/

http://www.avtex.com/

http://www.microsoft.com/

http://www.benchmarklearning.com/

http://www.benchmarklearning.com/

http://www.softwareone.com/EN-US/Pages/Default.aspx


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]

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

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


Upcoming Schedule

• Next Meeting August 14th 9:00 AM to 11:30 AM Microsoft’s Business Intelligence Stack – Microsoft’s PJ Johnson Vendor Sponsored Lunch - Axceler Microsoft Technology Center 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 EventsMicrosoft Webcast Calendar of Eventshttp://www.microsoft.com/events/webcasts/calendar/monthview.aspx#filter

SharePoint ShopTalk (Online) – Every Thursday @ 11:30 AMhttp://sharepointshoptalk.blogspot.com/

SharePoint Legal Users Group – 3rd Thursday @ 12:00 to 1:00 p.m.http://sharepointmnlegal.com

SharePoSH – Online Virtual Eventhttp://www.shareposh.com/Pages/default.aspx

SharePoint Tech Conference – August 11th – 14th , 2013 Sheraton Boston, Boston, MAhttp://sptechcon.com

SharePoint Saturday Twin Cities – October 12th, 2013 Normandale Community College, Bloomingtonhttp://www.spstc.com/

Anything Else?

http://www.microsoft.com/events/webcasts/calendar/monthview.aspx

http://sharepointshoptalk.blogspot.com/

http://sharepointmnlegal.com/

http://www.shareposh.com/Pages/default.aspx

http://sptechcon.com/

http://sptechcon.com/

http://www.spstc.com/

http://www.spstc.com/


MNSPUG Discounts

• SharePoint Tech Conference August 2013 Save Extra $200 by using Code Word SPUG

• O’Reilly Publishing User Group Members receive a %35 discount on Wiley ebooks Code DSUG35


Evaluations & Giveaways!


Presenter


Donald Donais• SharePoint Consultant• Father & Drummer • @dondonais• http://talesfromitside.wordpress.com

Introductions

http://talesfromitside.wordpress.com/


Defining Site Collection Admin and Site Owner Roles


SharePoint Perspective• Full Control within the Site Collection• Adjust settings within the Site Collection• View, Add, Delete and Change all Content within sites in Site Collection• Modify Permissions within Site Collection

Business Perspective• Typically from IT/Very Knowledgeable Business User• Understands Organizations Governance and Helps Implement• Help to Promote Collaboration Tools to Site Collection (Depending Upon Size

of Org.)• Has Access to All Content within Site Collection (?)

Site Collection Administrator Defined


SharePoint Perspective• Full Control within the Site and Sub-sites• Adjust settings within the Site and Sub-sites• View, Add, Delete and Change all Content within Site and Sub-sites• Modify Permissions within Site and Sub-sites

Business Perspective• Business User Embedded in Department• Understands the Department Content and Processes• Ensuring Site Content is Managed Properly Over Time• Focus of Implementing Business Focused Solutions• Help Train the End Users• Help When Requesting Permissions

Site Owner Defined


List Permissions• Manage Lists• Override List Behaviors• Add, Edit, Delete, View, Approve, Open Items• View and Delete Versions• Create Alerts• View Application PagesSite Permissions• Manage Permissions• View Web Analytics Data• Create Subsites• Manage Web Site• Add and Customize Pages• Apply Themes and Borders

What does Full Control Mean?

• Apply Style Sheets• Create Groups• Browse Directories• Use Self-Service Site Creation• View Pages• Enumerate Permissions• Browse User Info• Manage Alerts• Use Remote Interfaces• Use Client Integration Features• OpenPersonal Permissions• Edit Personal User Information• Manage Personal Views, Web Parts


• Dichotomy Between OOB Capabilities and Organizations Governance for Site Owner

OOB Capabilities and Governance – Site Owner

OOB Governance

No Themes and Branding

No Permissions

No Site or Subsite Creation

No SharePoint Designer

Themes and Branding

Permissions

Site or Subsite Creation

SharePoint Designer


List Permissions• Manage Lists• Override List Behaviors• Add, Edit, Delete, View, Approve, Open Items• View and Delete Versions• Create Alerts• View Application PagesSite Permissions• Manage Permissions• View Web Analytics Data• Create Subsites• Manage Web Site• Add and Customize Pages• Apply Themes and Borders

What does adjusted Full Control Mean?

• Apply Style Sheets• Create Groups• Browse Directories• Use Self-Service Site Creation• View Pages• Enumerate Permissions• Browse User Info• Manage Alerts• Use Remote Interfaces• Use Client Integration Features• OpenPersonal Permissions• Edit Personal User Information• Manage Personal Views, Web Parts


Factors When Deciding Site Owner Capabilities• Amount of Effective Training Available• Overall Support for Site Owners – SharePoint BA’s Available?• What is their Time Allocation for SharePoint?• What can the Group Handle – Honestly?

Determining Site Owner Capabilities - Governance


Training


Factors When Training

• Training Modalities Classroom Hands On On Line (Instructor Lead) Hands On On Demand Video Lunch and Learns

• Training Levels to Account for General SharePoint Training Organization SharePoint Training Departmental/Project SharePoint Training


SharePoint Site Owner & Site Collection Admin Objectives• Creating SharePoint objects within and below their site• Create or upload new content into SharePoint• Utilize content manage features within SharePoint• Manage SharePoint Permissions• Understand how to use Office with SharePoint• Manage SharePoint Site or Site Collection features• Understand and Configure SharePoint Web Parts• Understand and Configure SharePoint Built in Workflows• Understand My Sites


Considerations When Training

• Many Training Providers Can General Classes not customized to your organization Governance Can do Customize Training ($$) On Site Training In Your Environment ($$$)

• Site Owners Playground Create Separate Branded Site Collection Use My Site Content Areas

• Breakdown Content Into Smaller Segments Beginning, Intermediate and Advanced Topics Give Opportunities to Take Class and Refresher If Needed


Training Resources

• Create a Resource Area• Record the Training Sessions and Post

in Resource Area• Productivity Hub

SharePoint 2010 - http://bit.ly/15vlEPy

SharePoint 2007 - http://bit.ly/1dgNBvr

• Microsoft Online Help Training Courses (All Versions) -

http://bit.ly/13KUple Office Support Search -

http://bit.ly/oVLEG9

http://bit.ly/15vlEPy

http://bit.ly/15vlEPy

http://bit.ly/1dgNBvr

http://bit.ly/1dgNBvr

http://bit.ly/13KUple

http://bit.ly/oVLEG9


Additional Training Options

• InfoPath – Custom Form Design• SharePoint Designer – Custom Web Part and Workflow Designer• Visio – Data Connections and Diagram Creation• Excel – Graphs, PowerPivot, PowerView• Access – Access Basics


Working with End Users


Who is an End User?

• SharePoint Site Users Departmental Employees Project Members A.K.A. – Content Owners

• Have Contribute Permissions Add, Edit, Delete, View, Open Items Manage Versions Create Alerts


End User Adoption

• There Is One Inherit Truth about SharePoint End Users

They Do Not Care About SharePoint!


End User Adoption

• Business Productivity – Very Important Same Time Streamline a given Process Give Them “Quick Wins”

• Make Sure To Not Hit Them Over the Head Multiple Features Introduced Simultaneously Multiple New SharePoint Solutions

• Make Sure to Listen to their Needs What is the Pain Point and how to solve the issue


End User Training

• Site Owners Can Identify Power Users to Help Train• Train to Help Introduce New Features Being Released• Hands on Experience always trumps Lecture Style Training• Keeping to Out of the Box Solutions Minimizes Training Need• Make Sure to Have Follow-Up Content Available

Create Productivity Hub Roadmap of Content Make Available Recorded Versions of Trainings


End User Training Objectives

• Navigate Around the SharePoint Environment• Create or upload new content• Utilize content manage features • Making the most out of SharePoint and Office Integration• Utilize social networking features


Break


Capabilities within SharePoint


Site Owner Capabilities

• Primarily Centered Around Site Creation List and Library Creation and Modification Site Content Types Site Columns Navigation Site User Alerts Site Features

• Axillary Capabilities Term Store Management Site Usage/Web Analytics


Site Collection Administration Capabilities

• All SCA Capabilities are Found at Top Level Site• Primarily Centered Around

Site Collection Site Content Types Site Collection Site Columns Overall Master Page and Page Layouts Search Settings Audit Logs and Reports Site Collection Features SharePoint Designer Settings

Axillary Capabilities Usage, Storage Metrics/Site Collection Web Analytics


Demo

• Site Owner and Site Collection Administration Capabilities


Tools


SharePoint Related Tools

• SharePoint Designer 2007-2013 versions SPD Version = SharePoint Version Enhanced Features Around Web Parts Customizations and

Complex Workflows• InfoPath

2007 – 2013 versions Create Web Based Forms (tied to Enterprise Version) SharePoint 2010 and 2013 can Modify Edit and Entry Forms Information Can be Submitted and Retrieved from SharePoint Rules/Conditions/Views – Display Different Information


SharePoint Related Tools Continued

• Access Services (2010 and 2013 Enterprise) Add Access Database into SharePoint Access 2010 or 2013 used to Create or Modify Can also Create within SharePoint Need to have Landing Page

**Important to Note for SharePoint 2013 Access Services This Feature Requires SQL 2012 Access Services will create an Accompanying SQL Database

• Visio Services (2010 and 2013 Enterprise) Create Visio Diagram and Connect to SharePoint or Database

Content Transform Diagram into interactive Web diagram


Other Tools

• SharePoint 2010 Generator – Creates .thmx http://bit.ly/12XFWAr

• SharePoint 2013 Color Palette Tool – Create .spcolor http://bit.ly/12XSROn

• Harmon.ie for Outlook Application http://bit.ly/15dh1rk

• Axceler ViewPoint for SharePoint http://bit.ly/1aa95u4

http://bit.ly/12XFWAr

http://bit.ly/12XFWAr

http://bit.ly/12XSROn

http://bit.ly/12XSROn

http://bit.ly/15dh1rk

http://bit.ly/15dh1rk

http://bit.ly/1aa95u4


Demo

• Modify List with InfoPath• Axceler ViewPoint Demo


Resources


SharePoint Users Groups

• External Users Groups MNSPUG or Legal Users Group

• Internal Users Group Organize Internal Users Group Meet Regularly Have Members Present About their Sites Open Forums to Help Network


Websites

• Nothing But SharePoint https://www.nothingbutsharepoint.com/

• SharePoint Community http://sharepoint-community.net/

• Wesley Preston Blog Site http://www.idubbs.com/blog/

• Sarah Haase Blog Site http://sarahlhaase.wordpress.com/

https://www.nothingbutsharepoint.com/

https://www.nothingbutsharepoint.com/

http://sharepoint-community.net/

http://sharepoint-community.net/

http://www.idubbs.com/blog/

http://www.idubbs.com/blog/

http://sarahlhaase.wordpress.com/

http://sarahlhaase.wordpress.com/


Final Things to Remember

• When working with web parts Delete a Web Part on the page, do not ever close! ?contents=1 (access Web Part Maintenance Page)

• When in doubt use Out of the Box first and then a Tool if needed• When Creating Sites will need

User Friendly and URL Friendly• When Creating Lists, Libraries, Columns, Content Types

Use URL Friendly Modify after being created

Whenever possible DO NOT USE FOLDERS (A.K.A REPLICATE THE FILE SHARE)!


Last But Not Least

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

Donald Donais


Thanks for coming!

meeting # 103 welcome to the minnesota sharepoint user group july 10 th, 2013 become one with the...

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