meeting #133 welcome to the minnesota sharepoint user group january 13 th, 2016 how sharepoint can...
DESCRIPTION
Meeting #133http://sharepointmn.com 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 / solutionsTRANSCRIPT
Meeting #133http://sharepointmn.com
Welcome to the Minnesota SharePoint
User GroupJanuary 13th, 2016
How SharePoint Can Be Used In Your Organization
Don Donais
Donald Donais
Meeting #133http://sharepointmn.com
Agenda• MNSPUG Information• Getting To Know You!• SharePoint Basic Terminology• SharePoint High Level Features• BREAK• Working with Content• Having Consistency• Understanding SharePoint Permissions• Last Thoughts!• Giveaways
Meeting #133http://sharepointmn.com
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
Meeting #133http://sharepointmn.com
MNSPUG Sponsors
Wrox Press (www.wrox.com)
O’Reilly (www.oreilly.com)
Dedicated Sponsors
Avtex (www.avtex.com)
Microsoft (www.microsoft.com)
Annual Sponsor
Sponsorships Levels:• Gold Sponsorship -
$500• Silver Sponsorship -
$250
SharePoint User Group Support
Atomic Data (http://www.atomicdata.com)
Meeting #133http://sharepointmn.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]
Meeting #133http://sharepointmn.com
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/
Meeting #133http://sharepointmn.com
Upcoming Schedule• Next Meeting
February 10th, 2016 – Member User Case Studies 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
We Need Your Help!
Looking for MNSPUG members to “Show and Tell” what you have implemented for your organizations in SharePoint. Contact
[email protected] if interested by Jan 22nd.
Meeting #133http://sharepointmn.com
Local and Online EventsMN Women in SharePoint – January 19th, 2016 at Uptown Tavern, Minneapolis, MNhttps://www.yammer.com/minnesotawomeninsharepoint/
Twin Cities Office 365 Adoption User Group – January 20th, 2016 at Microsoft Technology Center, Edina, MN from 12 – 3 p.m.Registration: http://aka.ms/beyondthecloud
Minnesota SharePint – February 18th, 4-6 p.m. at Joe Senser’s in Bloomington
SharePoint Saturday Twin Cities – April 23rd, 2016 at Normandale Community College, Bloomington, MN http://spstc.com
Anything Else?
Meeting #133http://sharepointmn.com
Evaluations & Giveaways!
Meeting #133http://sharepointmn.com
Presenter
Meeting #133http://sharepointmn.com
Donald Donais• Solutions Architect – Portals• Family: Kelli (Wife), Mackenzie (14), & Mitchell (11)• Twitter: @dondonais• LinkedIn: http://www.linkedin.com/in/ddonais/• Email: [email protected]• Blog: http://talesfromitside.wordpress.com• Drummer: When I am not working!
Meeting #133http://sharepointmn.com
Mentors for Today!Jacque AndersonBeth BeckTamara BredemusSarah HaaseLiz SundetEdith Young
Meeting #133http://sharepointmn.com
Group Time!• Organize Into Small Groups• Best if from Same Company• Online Members Suggestions
Get In the Same Room Instant Message Use the MNSPUG Yammer Group
• Create a discussion thread for your group• Mentors Are Available Throughout the Meeting• Online Members
Use the GoToWebinar Chat to ask questions of the Mentors
Meeting #133http://sharepointmn.com
Getting to Know You!
Meeting #133http://sharepointmn.com
Which Version are You Currently Using?• SharePoint 2007• SharePoint 2010• SharePoint 2013• SharePoint Online• I am not quite sure!
** Online Participants – Please use the GoToWebinar Poll to answer question!
Meeting #133http://sharepointmn.com
What Is Your SharePoint Role?• I Just Use SharePoint On My Team• I am a SharePoint Site Owner/Power User• I Work in the SharePoint Server as an Administrator• I Develop Application for SharePoint
** Online Participants – Please use the GoToWebinar Poll to answer question!
Meeting #133http://sharepointmn.com
Group Activity (5 Minutes)• Within Your Group Or Individually Come Up With
1. What Business Needs Are You Looking for SharePoint to Help With?
2. Whittle Down Your List to Top 2-33. Appoint a Representative to Communicate for the Group4. Online Participants – Please Use Chat to Communicate Your
Business Needs
Meeting #133http://sharepointmn.com
SharePoint Basic Terminology
Meeting #133http://sharepointmn.com
SharePoint Structure• Site Collection = Collection of
Sites• Top Level Site = Top most site
of site collection – a.k.a Parent Site
• Sub-Sites = Child Site• Library (App) = Store
Documents• Lists (App) = Store Items• Documents = Office, PDF,
Media, etc.• Items = Event, Task, Contact,
Custom, etc.
Meeting #133http://sharepointmn.com
Anatomy of a SharePoint Page - Publishing• Web Part Zones
Used to Add Web Parts/App Parts To Page
Easily Move Web Parts from Zone to Zone
Designated by Name: Header, Top Left, Top Right, etc.
• Web Parts/App Parts Customizable Window Into
SharePoint List or Library Content
• Publishing Features Associated
Meeting #133http://sharepointmn.com
Anatomy of a Page – Collaboration/Wiki Pages• Collaboration Home Pages
or Wiki Library/Site Pages• Edit Right in the Web Page• Text Layouts (2010 & 2013)• Add Web Parts/App Parts
Directly On Page• Publishing Feature No
Associated
Meeting #133http://sharepointmn.com
SharePoint Recycle Bin• All Versions Have Two Stage Recycle Bin• Stage 1 – Site Level Recycle Bin
Retained for 30 Days and SPO 93 Days – Default Setting
End Users Can Recover During This Time Site Owner Can See All Can Restore and Delete from Site Recycle
Bin• Stage 2 – Site Collection Level Recycle Bin
Retained for 30 Days and SPO 93 Days – Default Setting
Only Site Collection Administration Can Recover
Only Site Collection Can See All Deleted• Document, Items and Even Library/Lists
Recoverable
Meeting #133http://sharepointmn.com
SharePoint High Level Features
Meeting #133http://sharepointmn.com
Document Management• Versioning
Documents and Items Major and Minor Versioning Limit # of Versions Kept Up to 2013 – Whole Versions Kept
• Check-Out One Contributor at a Time Allows User to be Notified When
Checked In• Content Approval
Built In mini-Workflow Owners/Approvers Approval
Needed
Meeting #133http://sharepointmn.com
Custom List/Form• SharePoint List Have Built In
Form• Display All Columns Associated
to the List or Content Type• Allows a Quick Way to Get
Information into List• Exportable into Excel• Very Simple Features• Use Multiple Content Types to
Get More Functionality
Meeting #133http://sharepointmn.com
SharePoint Workflow• Out of the Box Workflows
Minimal Configuration Very Focused Workflows Example: Approval
Workflow only Approves• SharePoint Designer
Workflows More Complicated
Workflows Allow Step by Step
Definition 2010 & 2013 Can Use Visio
Pro to Configure
Meeting #133http://sharepointmn.com
SharePoint Search• Allows Content To Be
Displayed Based on End User Request
• SharePoint Search Index Properties and Internal Content
• Different Experience Per Version 2007 – Not Very
Reliable 2010 - Getting Better
Added Refinement Panel
2013 – User Relevance and Improved Refinement Panel
Future – Delve?
Meeting #133http://sharepointmn.com
Office Online/Office Web App• Office Products in the Browser
Including Word, Excel, PowerPoint and OneNote
• Ability to Read or Edit Based on Permissions
• Support Multiple Browser Types Including IE, Chrome, Firefox and Safari
• Support Co-Authority• Supports Touch and Mobile• SPO - Integration with Yammer
Enabling Conversations Around Collaboration
Meeting #133http://sharepointmn.com
Group Activity (5 Minutes)• Within Your Group Or Individually Come Up With
1. What type of content will need to be stored within your SharePoint environment?
2. What basic features would you need to support your group using SharePoint?
Meeting #133http://sharepointmn.com
Break
Meeting #133http://sharepointmn.com
Working with Content
Meeting #133http://sharepointmn.com
What Is Metadata?
What is the difference?
Meeting #133http://sharepointmn.com
You Already Do Metadata!
Defined In Terms of
Fruit
Season
Type
Uses
Taste
Meeting #133http://sharepointmn.com
Adding Metadata• “Local” Columns
Found at the Library or List• Site Columns
Found at the Site Level Higher Level Site Columns
Available in Sub-sites• Global Metadata – Term Store
Available in SharePoint 2010/2013
Standard & Enterprise Version
Create Term Store Component Then Attach to Column
Meeting #133http://sharepointmn.com
List and Library/App Views• Metadata Is Key• List and Library Views Make Life Easier
How Do You Want Your Information?• Personal Views
Anyone with Read Access Can Create Only Creator Sees
• Public Views Created by Site Owner Anyone with Read Access Can Access
Meeting #133http://sharepointmn.com
View Options• Columns
Display Specific Columns in Any Order• Sorting
By Columns and By Two Levels• Filter
By Columns and Multiple Levels Rules: Is Equal To, Is Not Equal To,
Contains, Greater Than . . . Conditions: And/Or [Me] or [Today]
• Group By By Columns and Two Levels
• Totals– Calculating Sum, Min, Max,
Total, Average, Count for Field• Styles
– Displaying Information Differently
– Shaded/Preview Pane• Folders
– To Show Folders or Not to Show Folders
Meeting #133http://sharepointmn.com
Quickly Add Metadata• Column Default Value Settings
SharePoint 2010 & 2013 Sets Default Value On a Folder Documents Tagged
Automatically with Default Value
• Datasheet View or Quick Edit SharePoint 2007-2010
Datasheet View SharePoint 2013 Quick Edit Edit The Columns Within That
View In The Browser
Meeting #133http://sharepointmn.com
Before AfterUse of Views to Group Content
Meeting #133http://sharepointmn.com
Moving From Folders To MetadataName SharePoint Entity Description
Executive Team Team Site Collaboration site for Executive members
E-Team Processes SharePoint Library Word & PowerPoints are stored within library
Document Category Custom Choice Field Choices: Brainstorming, Process Improvement, New Processes
Priority Custom Choice Field Choices: High, Medium, Low
Management Reports SharePoint Library Excel & PowerPoints are stored within library
Document Category Custom Choice Field Choices: Budgets, Revenue, Sales by Sales Exec, Pipeline
Quarter Custom Choice Field Choices: Q1, Q2, Q3, Q4
Translates To
Meeting #133http://sharepointmn.com
Best Practices - SharePoint Views & Default Columns• Create A New View And Want To Add Web Content To Page
Site Owners Have Added Content Editor Web Part To View This Will Break Built Features
• 2007 Menu Disappears In Library/List• 2010 & 2013 Ribbon Disappears Library/List
Alternative• Create New Page in Site, Then Add Content & List View Web Part
• Do Not Rename Default Columns Popular to Rename Title Default Column This Will Break When Migrating To New Version of SharePoint
Meeting #133http://sharepointmn.com
Group Activity (10 Minutes)• Within Your Group Or Individually Come Up With
1. Based on the previous activity (decide what content needs to be stored in SharePoint), how would you organize your information using the followinga. Lists/Library Appsb. Metadata Need within Lists/Library Appsc. Views
**Please limit yourself to 1-2 pieces of content
Meeting #133http://sharepointmn.com
Having Consistency
Meeting #133http://sharepointmn.com
Sites, Library & List Templates• Out of the Box Templates are Built for a Specific
Purpose Team Site = Collaboration Site for
Department or Project Publishing Site = SharePoint Publishing
Features Document Library = Holds Documents Calendar List = Displays Events that are
Happening• Custom Templates
Custom Site Templates – You Choose!• Lists, Libraries, Web Parts on Home Page,
Branding . . . Custom Lists & Libraries
• Content Types, Custom Columns, Views . . .
Site Collection Admin Manages These Templates
Meeting #133http://sharepointmn.com
Local Navigation• Local Navigation/Quick Launch/Left Hand
Navigation• Used to Display More Content Than Home Page• By Default Organized by List, Library, and Pages• Best to Use Headers to Aggregate Content• Options Include
Site Settings > Look and Feel Section > Navigation
Add Heading Moving Links Hiding Links Add Link
Meeting #133http://sharepointmn.com
Content Type• Defined as “Types of Content”
Media Documents Contacts Pages . . .
• Many Out of the Box Content Types Document CT Event CT Article Page CT Item CT
• Wrapping Other Elements Site Columns Workflows Templates
Meeting #133http://sharepointmn.com
Group Activity (10 Minutes)• Within Your Group Or Individually Come Up With
1. How would you structure your local navigation to support your content?
2. Define 1 Site template in terms of:a. List and Library (Apps) neededb. Home Page content needed
Meeting #133http://sharepointmn.com
Understanding SharePoint Permissions
Meeting #133http://sharepointmn.com
Permissions!ABC.com
Human Resources
(Pub Site)
Benefits (Library)
PTO Policy (Doc)
Sales IT
• Permissions are Inherited Out of the Box Inherited = Parent & Child Have
Same Permissions Within the Site Collection
• Top – Down Effect Through All Elements Sites, Libraries/Lists,
Documents/Items• Breaking Inheritance
Can Be Broken At Any Level Parent Changes Are Not
Reflected in Child
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Best Practices With Permissions
Active Directory Group
SharePoint Group
ApplySecurity
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Tools for SharePoint Permissions (SharePoint 2010 – 2013)• View Group Permissions
Use to View Permission Assignments of Group Within Site Collection
Group > Settings > View Group Permissions
Meeting #133http://sharepointmn.com
Tools for SharePoint Permissions• Check Permissions
Check Permissions for User or Group
Found Site, Library/List, Document/Item Permissions
• Show Uniquely Secured Content A.K.A. – Broken Inheritance Links to Areas That Have
Unique Permissions
Meeting #133http://sharepointmn.com
Last Thoughts!
Meeting #133http://sharepointmn.com
URL vs. User Friendly Addresses• URL Friendly Address
Refers To The Address Bar A “Space”, In a Title Translates Into %20 General Rule: No Spaces, Special Characters, Capital Letters Address Bar Can Only Hold 256 Characters – Make Them Count
• User Friendly Address Refers To What End Users See Utilize Spaces and Capital Letters
• Creating Lists, Libraries, Views, Content Types, Columns Step 1: URL Friendly Address Step 2: Change to User Friendly Later
• Only Exception – Sites Creation Gives Option for User Friendly and URL Friendly
Meeting #133http://sharepointmn.com
Web Parts Best Practices• Closing Web Part
Web Part is Still Running In Page Background• Delete Web Part
Removes Web Part From The Page Permanently (No Recycle Bin)• Publishing Pages – Which Have Web Part Zones
Allow You To Close and Delete• Collaboration/Wiki Pages – Do Not Have Web Part Zones
Allow You To Delete Only• Web Part Maintenance Page
Allows Closed Web Parts To be Managed http://sharepoint.company.com/pages/default.aspx?contents=1
Meeting #133http://sharepointmn.com
Last But Not Least• Please Fill Out Evaluations• Drawings for Giveaways• Online Participants Eval
http://1drv.ms/1ctXdcB• Today’s Presenters:
• Don Donais
Thanks for coming!