sps twin cities - congratulations you inherited a sharepoint site
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SharePoint Saturday Twin Cities 2014 Session - Congratulations you inherited a SharePoint SiteTRANSCRIPT
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SharePoint Saturday Twin Cities – Working On It . . . Together!
Congratulations – You Are a Site OwnerDonald DonaisApril 5th, 2014
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Avtex Portal and Customer Experience Sales [email protected]
Blog – Tales from IT Sidehttp://talesfromitside.wordpress.com
Twitter@dondonais
Donald Donais
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• SharePoint Basic Information
• Discovery Process When Inheriting a Site
• It's The End of the World, XYZ Was Deleted!
• Changing Existing Structure To Something Better!
• Site Owner Gotcha’s
• Because We Don’t Know Everything, Training!
Congratulations – You Are a Site Owner!
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SharePoint Basic Information
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Basic SharePoint Structure
Top Level Site
Sub-Sites
HR Collab
Sales Collab
ABC.com/collaboration
Top Level Site
Sub-Sites
HR Sales
ABC.com
Doc Library Task List
Documents Tasks
Benefits Pre-Sales
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• 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
Sites, Library & List Templates
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• SharePoint 2007– Sites: http://bit.ly/1obkr9b– Lists & Libraries: http://bit.ly/1f9RNhf
• SharePoint 2010– Sites, Lists & Libraries: http://bit.ly/1fTYhCg
• SharePoint 2013– Sites: http://bit.ly/1iGOHp5– List & Libraries: http://bit.ly/1aO6YAJ
Options for Templates
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• Every Hear About the FAB 40?• Set of Templates for SharePoint 2007 & WSS 3.0• Options Included– Inventory Tracking– Knowledge Base– Absence Request & Vacation Schedule Mgt– Classroom Management
Did You Hear About?
Danger, Danger!
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What Is Metadata?
What is the difference?
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You Already Do Metadata!
Defined In Terms of
Fruit
Season
Type
Uses
Taste
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• “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
Adding Metadata
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• 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
Content Type
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• Top Level Site Content Types– Available Within All Sites of the Site Collection
• Across Site Collections– Content Type Hub– SharePoint 2010/2013– Separate Site Designated at Content Type Hub
Content Types Distributed
Plan Create Site Columns
Create Content Types
Associate to Library or List
Creating Content Types
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• 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
Different Way Than Folders
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• 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
View Options
• 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
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• Publishing Pages– 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
Anatomy of a SharePoint Page
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• Wiki Type 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
Anatomy of a Page - Continued
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ABC.com
Human Resources (Pub Site)
Benefits (Library)
PTO Policy (Doc)
Sales IT
Permissions!• 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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Discovery Process When Inheriting a Site
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• View All Site Content/Site Content Is Your Friend– Displays Libraries/Lists and Sub-Sites– Displays the Item Counts– Displays Last Modified
• Site Web Analytics/Most Popular– 2007 & 2010
• Page Views, Unique Visitors, Page View per Day – Good Reports
– 2013• Document Library – Most Popular Items• Detailed Reports With Excel
Looking Around The Site
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• Features Can Be Enabled at Site Level– Site Actions/Settings > Site Settings > Site Actions Section> Manage Site Features– Suggest Talking with Administration What Should Have
• Custom Site Columns & Content Types– Site Actions/Settings > Site Settings >Galleries Section– Custom Groups– Look for “Source” = Your Site Name
Site Settings
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• Content Types– Section Not Available By Default– If Not Seen, Then Using Default Content Type
• Columns– Local Columns Will Display “Used In” As Document Content Type– Columns Associated to Content Type will Display Content Type Name
• Views– Will Only See Public Views
• Manage Files Without Checked In Version– Files Without Required Metadata – Files Uploaded and Not Checked In
Library or List Settings
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• View Group Permissions– Use to View Permission Assignments
of Group Within Site Collection– Group > Settings > View Group
Permissions
Tools for SharePoint Permissions (SharePoint 2010 – 2013)
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• 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
Tools for SharePoint Permissions
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It’s The End Of The World, XYZ Was Deleted!
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• All Versions Have Two Stage Recycle Bin• Stage 1 – Site Level Recycle Bin
– Retained for 30 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 – Default Setting– Only Site Collection Administration Can Recover– Only Site Collection Can See All Deleted
• Document, Items and Even Library/Lists Recoverable
SharePoint Recycle Bin
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Changing Existing Structure To Something Better
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• 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
Local Navigation Changes
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• Most Organization Live and Die on Folders• Folders Can Be Used For:
– Permissions– Storage for Large Libraries
• Folders Also– Increase the Length of the URL– Time Consuming To Get In and Out– Another Level of Permissions Nightmares
• Need to Ease the Pain of Using Views– Create Admin View to Upload Into Folders– Everyone Else Sees the Non-Folder View Using Group By
Easing The Pain of the View
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• 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
Quickly Add Metadata
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Before After
Use of Views to Group Content
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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
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Site Owner Gotcha’s
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• 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
SharePoint Views & Default Columns
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• 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 Give Option for User Friendly and URL Friendly
URL vs. User Friendly Addresses
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• 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
Web Parts Close vs. Delete
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Because We Don’t Know Everything, Training!
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• SharePoint Training Organizations• Specialize In Site Owner or Power Users Training• Hands On Labs Give The Ability to Retain• Suggestions for Classes Include
– Center for Professional Development ITT Tech• 50547B Microsoft SharePoint 2010 Site Collection & Site Administration• 55033 SharePoint 2013 Site Collection and Site Administration
– MindSharp• 2010 Power End-User• 2013 Power End-User• SharePoint 2013 for Site Owners
– Lynda.Com
Paid Recommendation
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• Office.Microsoft.com– Training Is Found In Support Area– Many Free Training Topics Across 2007 – 2013 Versions– The Following URL Will Display Site Owner Topics For All Versions– http
://office.microsoft.com/en-us/support/results.aspx?qu=site%20owner&ex=2&filter=1&av=osu
• MN SharePoint Users Group• SharePoint Saturday Twin Cities (But of course!)– http://www.spstc.com
Free Training Options
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• 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]
MN SharePoint Users Group Website
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Thank You!Avtex Portals and CX Sales Engineer
Blog – Tales from IT Sidehttp://talesfromitside.wordpress.com
Twitter@dondonais