travelclick sharepoint site admin guide

TravelClick’s SharePoint Site Collection: SharePoint Site Admin Guide

v.2.0

Prepared for

TravelClick – v.2.0

02/03/2016

Final

Prepared by

Anna Lifson, SharePoint Analyst, MVP – MCSE in SharePoint 2013

SharePoint Team

Robin McGlothin, VP of Corporate Business Systems

Benitor Cisneros, Technical System Engineer

TravelClick IT Services

Carlos Vesga, Sr. System Administrator

SharePoint Site Admin Guide

ANNA LIFSON, SHAREPOINT ANALYST, MVP 1/28/16


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Table of Contents

Pages

1. Introduction 5

2. Site Roles, Responsibilities, & Permissions 5

2.1. Teams 5

2.1.1. Business Owners 5

2.1.2. SharePoint Teams 5

2.1.3. IT Teams 6

2.2. Site Roles 6

3. SharePoint Site Types, Classification, & Organization 7

3.1. Site Types 7

3.2. Collaboration Team Site 7

3.3. Personal Sites/My Sites 8

3.4. Application Site 9

3.5. Training and Onboarding 9

4. Development Guideline 9

4.1. Branding 9

4.2. Master Page & Custom Web parts 10

4.3. Customization Tools 10

4.4. Site Definitions & Templates 11

5. Application Guideline 15

5.1. Overview 15

5.2. User of Apps & Custom Solutions 15

6. Operational Guideline 16

6.1. Authorization and Permissions 16

6.2. Summary of Standards & Best Practices 16

6.3. Site Lifecycle 16

6.4. Site Provisioning 17

6.4.1. Site Collection Request Process 18

6.4.2. Sub-site Request Process 18

6.5. Site Retention 18

7. Infrastructure Guideline 1

7.1. Monitoring and Reporting 18

7.1.1. Monitor SharePoint Site Collection 18

7.1.2. Manage Audit Log Reports 21

7.1.3. Content type service application error log 21

7.1.4. Clean up Recycle Bin 22

7.2. Disaster Recovery 24

7.3. Quotas 24

7.4. Data Retention 24

8. Content Policy 24



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8.1. Content Ownership 24

8.2. Content Types 24

8.3. Document Templates 25

8.4. Libraries & Lists 25

8.5. Prohibit setting up folders in libraries & lists 25

9. Metadata, Search, Navigation Policy 27

9.1. Organizing Content – Metadata 27

9.2. Search 27

9.3. Navigation 28

10. Configure Site Collection Features 28

10.1. Configure Site Collection Features 28

10.2. Configure & Activate Site Features 31

11. Set up Page Layouts & Site Templates 35

11.1. Page Layouts & Site Templates 35

11.1.1. Sub-site templates 35

11.1.2. Page Layouts 36

11.2. Rules of setting up URL name for site pages & pages 37

11.3. Set up top landing page for SharePoint site 37

12. Introduction to Default Apps 39

12.1. Shared Documents App 39

12.2. Asset Library 39

12.3. Site Assets & Style Library 39

12.4. Images Library 40

12.5. Pictures Library 40

12.6. Pages Library 41

12.7. Site Collection Images Library 41

12.8. Workflow Tasks 42

12.9. Microfeed 42

12.10. Form Templates 43

12.11. Site Collection Documents 43

12.12. Content and Structure Reports 44

12.13. Reusable Content 44

12.14. Site Collection Help 44

12.15. Site Management Audits 44

12.16. Archives 44

12.17. Site Pages Library 45

13. Web Parts 45

13.1. Web Parts Overview 45

13.2. Daily Use of Web Parts 46

13.2.1. Libraries & Lists 46

13.2.2. Content Rollup 47

13.2.3. Media and Content 49



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13.2.4. Forms Web Part 50

13.2.5. Business Data 50

13.2.6. Social Collaboration 51

13.3. How to add a web part on a page 51

13.3.1. Changing Web Part Properties 52

13.3.2. Removing or minimizing a web part 53

13.4. How to use a web part 53

13.4.1. Content Editor Web Part 53

13.4.2. Project Summary and Timeline Web Part 56

13.4.3. Summary Links Web Part 65

13.4.4. Image Viewer Web Part 68

13.4.5. Media Web Part 70

13.4.6. Excel Web Access Web Part 71

13.4.7. Visio Web Access Web Part 75

14. How to create an internal page 80

15. How to create a library app 81

16. How to create a list app 93

17. How to create a sub site 118

17.1. Sub Site Overview 118

17.2. Steps to create a sub site 118

17.3. Configure sub site features 119

18. How to use Issue Log app 119

19. How to connect SharePoint Calendar to Outlook 125

20. Migration policy 128

APPENDIX

I. Special Characters in SharePoint 131

II. Media Organization Site Collection Structure 134



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1. Introduction

The document specifies guide for SharePoint Site Amin across the TravelClick enterprise.

The SharePoint Site Admin Guide defines roles, responsibilities, and training manual for SharePoint Site

Admins.

The configuration specification document includes the guidelines for setting up a Collaboration site

collection to any of the following types, upon creation through the SharePoint 2013 Online.

Site Roles, Responsibilities, and

Permissions

Introduction to default libraries

Site Types, Classification, and

Organization

Web Parts

Development Guideline How to create a page

Application Guideline How to create a library app

Operational Guideline How to create a list app

Infrastructure Guideline How to create a sub site

Content Policy How to use Issue Tracking app

Metadata, Search, and Navigation Policy How to connect SharePoint Calendar to

Outlook

Configure site collection features Migration Policy

Set up page layouts and site templates

2. Site Roles, Responsibilities, and Permissions

2.1. Teams

2.1.1. Business Owners

Business Owners or Stakeholders own a site or application. Deployment of custom

applications, changes, or additional functionalities first require approval of the business

owner, the business owner must invest time to identify improvements during the lifecycle

of the site

2.1.2. SharePoint Teams

This team is ultimately responsible for the overall ownership of the SharePoint

installation, configuration and training. The team ensures that governance policies are

updated, oversees the architecture of the site, and develops additional SharePoint

resources when requested by business owners. SharePoint Teams include:

SharePoint Analyst (primary SharePoint Site Admin. Required to have SharePoint

certification: MCTS, MCSE, and/or experience of 3-5 years in this position)



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SharePoint Architecture (Required to have SharePoint certification: MCSE, MCTS,

and/or experience of 3-5 years in this position)

SharePoint Global Admin (Required to have SharePoint certification: MCTS, MCSE,

and/or experience of 3-5 years in this position)

2.1.3. IT Teams

IT Services will be responsible for creating the site and adding primary admin. Then

primary admin will be responsible for granting other permissions.

During the deployment, input and guidance may be needed from these IT Teams:

TravelClick Systems: System Admin. maintenance on remaining on premise farms

TravelClick IT Services: as needed

2.2. Site Roles

Roles Responsibilities and Tasks Permissions

SharePoint Site Administrators

(SharePoint Analyst (primary),

SharePoint Admin, IT, Business

Owner, SharePoint Architecture)

Primary Site Admin: Responsible for

administration, maintenance of site and

all sub-sites. Manage security. Create

Site Collection and subsites. Access to

SharePoint Designer. Create SharePoint

workflow (SharePoint Designer 2013).

Training users. Add and remove users.

Manage Site layout (look and feel),

structure, and content. Also responsible

for content creation. Configure all site

features. Build OOTB tools and OOTB

Javascript to highlight SharePoint List

column field. Train business owners and

users. Write and Edit SharePoint

Governance Policy and Training Guide.

Enforce standards in layout, structure,

content and security for the site

collection. Maintain a clear

understanding of TravelClick SharePoint

Policy and how it fits with the

TravelClick needs and goals for their site

collection. Provision sub-sites, and

delegate to and grant permissions of Site

Owners for those sub-sites. Must

understand and manage Audit Log

Reports. Manage Storage Quota. Create

new permission levels. Manage

Full Access to site and

subsites. Grant access to site

permission. Configure Site

features.



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permission/groups. Manage lists/

libraries/workflows. Manage pages &

wiki pages. Manage views & navigation.

Turn off folders. Apply style sheet &

CSS. Manage documents & information.

Owners (Business Owners) Manage content. Also responsible for

content creation. Manage Lists &

libraries. Add/ remove user from

Member & Visitor Groups. Manage

Views & Navigation

Owner Permission

Members (Contributors) Update content, upload documents, and

manage documents & information.

Contribute permission

Visitors Visitors to the site Read only permission

3. SharePoint Site Types, Classification, and Organization

3.1 Site Types

Site Types Description Default Quota Max Quota

Collaboration Team Site A site for publishing

Web Pages and posting

documents. Typically,

this site is used to house

resources and

instructions for various

business divisions

3GB 30GB

Personal Sites A personal site for a

single employee. These

sites can have sub-sites

and contain social

networking features

100MB 5GB

Application Sites Sites that function as an

application. Generally,

these sites have custom

logic, complicated

workflows and other

functionalities

To be determined TBD

3.2. Collaboration Team Site

User Groups

o Site Collection Admin (SharePoint Analyst, SharePoint Administrator, IT Services)

o Site Owner



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o Site Members

o Site Visitors

User Governance and Security

o Site Collection Administrator can provide or revolve access to these sites. Requests

will be routed to the help desk and then passed to the Site Collection Administrator.

The information includes:

Site the user is requesting access to

Type of access

Users name, AD account name, and email address

Content Governance

o Authoring

The following users will have authoring rights:

Site members: will be able to add, remove, change and quick deploy content

o Publishing

Site Owner or assigned group can publish

Site Owner is responsible for ensuring that content is appropriate and follows

company guidelines and Code of Business Conduct. If content is reported as

inappropriate or not within company guidelines, the content will be removed.

Expiration Policy

o An expiration date set by the content creator is required to control obsolete data.

Expired data will be deleted or archived off-site.

Versioning

o A minimum of two previous versions will be kept

Site Provisioning Quota

o Microsoft set default quota: 2GB

o Microsoft set medium quota: 10 GB

o Microsoft set maximum quota: 50GB

o Site Managers and Administrators receive alerts when storage is at 90% of quota

o TravelClick SharePoint Administrators can override storage quota for site collections

if necessary and approved by SharePoint Product Manager

o Storage Quotas include the content retained in recycle bins. Recycle bins will be set

to a maximum of 50% of total storage and deleted items will be removed every 30

days

3.3. Personal Site

User Groups

o Site Collection Administrator & SharePoint Administrator

o Site Owner

o Site Members



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o Site Visitor

o MySites will be allocated 1GB of storage (File upload is 300MB)

User Governance and Security

o All TravelClick users will have access to their Personal Site

o A Site Owner can provide or revoke access rights to specific sites. Requests for

access will be routed to the Site Owner

Content Governance

o All TravelClick users have the Personal Site feature available for business networking

o Each user is responsible for the content in a respective sites. Otherwise, off-topic; or

content not meeting the TravelClick Code of Business Ethics should be reported to

the site owner. Upon reporting, such content will be removed immediately.

Expiration policy

o My Site content would have now expiration date, although a schedule of regular

archiving or purging should be implemented.

Versioning

o No versioning

Site Provisioning Quota

o Microsoft set default quota: 100MB

o Microsoft set maximum quota: 10GB

3.4. Application Site

These sites have custom logic and coding. They are managed by the IT Teams

3.5. Training and Onboarding

Basic training documents on the general operation of the site will be provided when a new

site is provisioned. Users also have to schedule a training section with the SharePoint

Business Analyst and SharePoint team for further instruction.

4. Development Guideline

4.1. Branding

Generally, the TravelClick defines branding policy. Any modifications to branding and logos in

variance with their style guide will need prior approval.

The use of images, fonts, news and magazine articles, and other proprietary intellectual property

must comply with guidelines developed by the Legal department regarding copyright and

trademarks, proper citations and photo credits, and other legal mandates. Failure to follow these

guidelines can result in termination.



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Materials not complying with company policy will be removed and the business owner notified.

Overall, TravelClick branding must be applied on all site templates.

The TravelClick Style Guide & SharePoint Site Admin Guideline documents must be saved in

Site Collection Documents Library at the top level site collection when it is built.

4.2. Master Page and Custom Web parts

All master page edits are restricted to the SharePoint Team. Request for changes may be

submitted through the helpdesk. Upon receipt, the team will review the request and if needed, the

user will be contacted for further information.

Web-parts are restricted to SharePoint defaults. If a custom web-part is needed, users may submit

a request through SharePoint Analyst and then IT Services. Upon receipt the SharePoint Team

will review the request, and if needed, the user will be contacted for further information.

4.3. Customization Tools

No third-party software is allowed without prior approval of the SharePoint Team.

Development tools for SharePoint components are limited to:

SharePoint Designer 2013

Users are provided access to development tools and applications as needed after necessary

approvals. Resource access should be limited to those who truly require it. These tools are

normally used by SharePoint Team and SharePoint Analyst.

The process for access to developer tools follows:

a. The user must possess prior knowledge and skills with SharePoint Designer. (For SharePoint

Analyst and SharePoint Team)

b. The user must be identified as one who is permitted to customize SharePoint

c. Both the Business Owner and SharePoint Team must approve the user.

d. The user must have a specific business purpose for custom development

e. TravelClick staff and users are only allowed to customize sites leveraging the out of the box

features after passing proper SharePoint Site Designer training.

f. There are assigned SharePoint Team (SharePoint Analyst, SharePoint Admin, SharePoint

Architecture)

g. Custom development needs to be first scoped by SharePoint Team and then approved by the

SharePoint Team. The SharePoint Policy Team will be made aware of any proposed custom

development.



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h. SharePoint Designer – SharePoint Designer should only be given to SharePoint Team who have completed the SharePoint training and had an experience of 3-5 years. SharePoint Designer customization should be first cleared with the TravelClick SharePoint Team. The following lists the changes that are allowed or prohibited by non TravelClick SharePoint Team.

Type of Change Allowed Prohibited Notes

Data View Web Parts X

Content Query Web Part X

SharePoint Designer

Workflow

X

Creating New Pages X

Content Editor Web Part

– OOTB Javascript

X

Content Editor Web Part

– XLT

X

Design Changes X

Code Behind X

Master Page

Modification

X

Alternate CSS Files* X * Allowed only if not

overriding the existing

style classes

Global Assembly Cache X

4.4. Site Definitions and Templates

SharePoint 2013 supports two types of site collections host-named site collections and path-

based site collections. In a path-based site collection, all the sub-sites in the site collection will

share a root or parent URL. The only way to have a different URL root is to create a different

web application.

For simplicity, we suggest only three templates during deployment:

Team Site: Designed for business divisions, such as Corporate Business System and

Media Organization

Publishing: Designed for business divisions to distribute content

The following table outlines 2013 version site templates available in SharePoint 2013

Type Name Description Availability

Collaboration Team Site A place to work together

with a group of people

Site Collection and site,

server and foundation



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Blog A site for a person or

team to post ideas,

observations, and

expertise that site visitors

can comment on


Server and Foundation

Develop Site A site for developers to

build, test, and publish

apps for Office

Site Collection only,


Project Site A site for managing and

collaborating on a project.

This site template brings all

status, communication, and

artifacts relevant to the

project into one place.

Site collection and site, Server only

Community Site A place where community

members discuss topics of

common interest. Members

can browse and discover

relevant content by

exploring categories,

sorting discussions, by

popularity or by viewing

only posts that have a best

reply. Members gain

reputation points by

participating in the

community, such as starting

discussions and replying to

them, liking posts, and

specifying best replies.


Server only

Enterprise Document Center A site to centrally

manage documents in

your enterprise


server only

eDiscovery Center A site to manage the

preservation, search, and

export of content for

legal matters and

investigations


server only

Records Center This template creates a site

designed for records

management. Records

managers can configure

Site collection and site,

Server only



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the routing table to direct

incoming files to specific

locations. The site also lets

you manage whether

records can be deleted or

modified after they are

added to the repository.

Business Intelligence

Center

A site for presenting

Business Intelligence

content


Server only

Enterprise Search Center A site focused on

delivering an enterprise-

wide search experience.


server only.

My Site Host A site used for hosting

personal sites (My Sites)

and the public People

Profile page


Server only

Community Portal A site for discovering

communities


Server only

Basic Search Center A site focused on

delivering a basic search

experience. It includes a

welcome page with a

search box that connects

users to a search results

page and an advanced

search page. This Search

Center will not appear in

navigation.

Note: Search Centers should be

separate site collections

because they search for

information across a

company portal or division.

If you create a Search

Center as a sub-site, you

might have to create some

workarounds for a full

customization. For more

information, see

Customizing the Search

Site Collection and Site,




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Center in the MSDN

Library.

Visio Process Repository A site for viewing, sharing,

and storing Video process

diagrams. It includes a

versioned document library

and templates for Basic

Flowcharts, Cross-

functional Flowcharts, and

BPM diagrams.

Note: The Visio Process

Repository site template

will be removed in the next

version of SharePoint

Server

Site Collection and site.

Server only

Publishing Publishing Portal A starter hierarchy for an

internet-facing site or a

large intranet portal. This

site can be customized

easily with distinctive

branding. Typically, this

site has many more

readers than contributors

and it is used to publish

web pages and team sites

with approval workflows.


server only

Enterprise Wiki A site for publishing

knowledge that you capture

and want to share across

the enterprise


server only

Product Catalog A site for managing

product catalog data that

can be published to

internet-facing site through

search

Site collection only.

Server only

Publishing Site with

Workflow

A site for publishing web-

pages on a schedule by

using approval workflows.

It includes document and

image libraries for storing

web publishing assets. By

default, only sites with this

Site only, server only



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template can be created

under this site.

Custom <Select template later> Create an empty site and

pick a template for the

site at a later time

Site collection only,

Server and Foundation.

5. Application Guideline

5.1 Overview

SharePoint 2013 features a new development model based on apps for SharePoint. Apps for

SharePoint are self-contained pieces of functionality that extend the capabilities of a SharePoint

website. An app may include SharePoint features such as list, workflows, and site pages, but it

can also use a remote web application and remote data in SharePoint.

An app has few or no dependencies on any other software on the device or platform where it is

installed, other than what is built into the platform. Apps have no custom code that runs on the

SharePoint servers.

The SharePoint Team must first approve a SharePoint App, which is then deployed by the

SharePoint Team and agreed by SharePoint Analyst will help from Platform Ops.

Apps will be stored in the SharePoint App Catalog.

5.2 User of Apps and Custom Solutions

The guidance for whether to use apps for SharePoint or SharePoint solutions is to design apps for

end users. Apps for SharePoint:

Are easy for users (tenant administrators and site owners) to discover and install.

Use safe SharePoint extensions.

Provide the flexibility to develop future upgrades.

Can integrate with cloud-based resources

Are available for both SharePoint Online and on-premises SharePoint sites

For administrators, use farm solutions SharePoint custom solutions:

Can access the server-side object-model APIs that are needed to extend SharePoint

management, configuration, and security

Can extend Central Administration, Windows PowerShell cmdlets, timer jobs, custom

backups, and so on.

Are installed by administrators

Can have farm, web application, or site-collection scope.



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6. Operational Guideline

6.1 Authorization and Permissions

All internal TravelClick Communications users accessing SharePoint applications must

be authenticated through Active Directory

Default permissions levels are used to manage site collections.

Inheritance is strongly encouraged for easy maintenance of site collections When special

permissions are required, a separate list should be created

Granular security at the item level should be avoided at all times.

Access should be managed with the least privileged access

Sites designed for broad access should be open to authenticated users to avoid adding

large numbers of users difficult to maintain/

Anonymous access on intranet (internal farms) collaboration is not allowed.

6.2. Summary of Standards of Best Practices

Use SharePoint groups to manage user group memberships

Use AD security groups to control access to SharePoint

Do not assign permissions to single users, assign permissions to SP groups

Use inherited groups for role assignments

Use inherited permission levels for role definitions

Avoid assigning item level permissions

6.3. Site Lifecycle

Before a site created, a site administrator (SharePoint Analyst and SharePoint Team) must be

appointed by the customer. This administrator is responsible for maintaining the site and keeping

it current.

This maintenance includes:

Creating new pages and maintaining the quick launch and navigation bar

Content updates to the site and pages

Creating new lists, libraries, and uploading new documents

Archiving and deleting obsolete materials

Building SharePoint workflows

Training site owners before letting them use the site

Monitoring a site collection



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Sites should be kept updated at all times. If sites are unused after 120 days, the administrator will

be notified. If no response is received within 14 days, the site will be decommissioned and all

content deleted.

If a site administrator leaves the company or assumes different responsibilities, then a new

administrator must be appointed within seven days and the SharePoint Team notified. Sites with

no current administrator will be decommissioned.

All collaboration sites should have an estimated termination dates at the end of the team’s

project. Sites may be extended on a semi-annual basis for those team sites with ongoing project.

All sites not used for 120 days are targeted for decommissioning.

Site URLS will be short (less than 50 characters) and follow coming naming conventions. Site

URLS are determined by the SharePoint Team. No special characters for Site URLs’

Pages’ URL will be short (less than 50 characters) and follow coming naming conventions. Site

URLS are determined by the SharePoint Team. No special characters for Site URLs’.

6.4. Site Provisioning

All New Site requests must go through a site request process and reviewed for approval. Criteria

to be reviewed will consider the following:

Site objective is in alignment with the goals of TravelClick SharePoint Team

Activity to be performed within the site does not interfere with the performance of the SharePoint infrastructure or application and Site adheres to the quota storage offerings

Ensure the availability requirements of the site can be met with the current SharePoint service Level Agreement

Identify any special document usage, records management, or sensitive data requirements outside the standard document management features available

Identify potential system integration points external to SharePoint, if so , the request will require additional review with manager of the external system

Identify if the activity performed within the site will be user self-supported

Identify if there is a need for additional user training beyond the training offerings provided

Identify potential development or customization requirements. If so these would require conformance through change, deployment and configuration management policies and procedures

Identify if the site will require SharePoint Program consultation.

Identify if the site will require project management

Identify potential additional costs or resources associated with acquisition of third party vendors or tools

Evaluate the lifecycle of the site (ie. Longevity)



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Evaluate if an existing site collection is available to host a sub site or functionality as an alternative

6.4.1. Site Collection Request Process

Request will be routed to the SharePoint Site Approval Group for review, additional information may be requested from the requesting Site Owner.

The appropriate SharePoint Analyst will be informed of the request.

If approved, a task will be created and assigned to the SharePoint Analyst, following a sequence task to the SharePoint Team to complete fulfillment, deliver site, and schedule training as needed.

If denied, the request will be cancelled with explanation of denial and recommendations.

6.4.2. Sub Site Request Process

If a sub site is needed, request the site from the Business Owner. The Business Owner will be responsible for reviewing validity of sub site adheres to overall objective of Site Collection, and coordinating having the sub site created by the SharePoint Analyst – primary SharePoint Site Administrator. (Business Owner may also advise the requester to the Site Collection request form if needed.)

6.5. Site Retention

While sites objectives will differ based on Division, Team, Project, or ad-hoc needs, some sites

will have a longer life than others. It is important to ensure that sites longer in use are identified

and potentially deleted or archived. Site Owners will be notified when a site has not been used

for a period of XX days. At which time the Site Owner will confirm continued usage is needed.

If usage is not confirmed after X notices given over a period of 30 days, or the Site Owner

confirms usage is no longer needed, the site will be archived.

7. Infrastructure Guideline

7.1. Monitoring and Reporting

Continuous monitoring of all SharePoint site collections is advised. A regular check on the

analytics and general health is advised at all times.

Usage should be monitored and reporting tools should be used for. Performance management

over time, reviewing usage reports and making recommendations for scale up/ scale out,

investigating list scale, database scale, and site and site collection scale issues, and providing

guidance and best practices.

Monitoring will be done centrally and on a weekly basis.

7.1.1. Monitor SharePoint Site Collection

Click the gear setting wheel. Click Site Settings. See Fig. 1



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Figure 1

Under Site Collection Administration, find and select Storage Metrics. See Fig. 2. It

will show how many percent the users have used. See Fig. 3.



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Figure 2

Figure 3



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7.1.2. Manage Audit Log Reports

Bi-weekly test and manage Audit Log Reports.

Click the gear setting wheel. Click Site Settings. Under Site Collection Administration,

Click Audit Log Reports.

7.1.3. Content Type Service Application Error Log

Check Content Type Service Application Error Log monthly (under Site Collection

Administration) to make sure there is no error on the site collection. SharePoint Analyst

– primary SharePoint Site Admin – has to understand the error log in order to report to

SharePoint Team, IT Services and consult with Microsoft Experts. SharePoint Analyst

must understand and co-operate with SharePoint Team and IT Services to resolve the

error.



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7.1.4. Clean up Recycle Bin

Click the gear setting wheel. Click Site Settings. Under Site Collection

Administration, Click Recycle Bin. See Fig. 4.



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Figure 4

Click Empty Recycle Bin

Figure 5



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7.2. Disaster Recovery

Production environment recovery must provide a full recovery from last backup. Recovery

of lost sites will be limited to the last backup.

7.3. Quotas

Quotas are implemented as defined in the section entitled “SharePoint Site

Classification.” Appropriate alerts will be sent to Site Owners when the storage reaches

90% of defined quota.

SharePoint administrators can override storage quota for Site Collections if necessary.

By default, SharePoint imposes a 50MB limit on the size of a single document that can be

uploaded into a document library.

For variance to the 50MB limit on uploads, contact the SharePoint Team and SharePoint

Analyst. Special requests will be determined on a case-by-case basis.

7.4. Data Retention

TravelClick SharePoint site recycling bin will retain deleted items for 30 days

TravelClick SharePoint site collection recycling bin will retain deleted items for 30 days

8. Content Policy

8.1 Content Ownership

Content Creator and the Business Owner are responsible for all content. If a content owner is

deleted from the user base, the Business Owner becomes the default content owner as

determined in original site procurement form.

8.2 Content Types

Base Content Types

Standard and Base

Never change the standard SharePoint content types and site columns

Always create company-specific base content types derived from the default out-of-the-box

SharePoint types to allow future upgrades without losing customizations

Create other base content types identified through information architecture analysis

Base content types are critical for specialization and customizations of the information

architecture classification scheme.

The standard and base content types must be immutable (read-only)



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Base content types must be centrally controlled and evolved.

New content is posted as site-specific content types, not Site Collection content types

8.3 Document Templates

Follow commonly accepted standards and best practices. Some are enumerated below:

Use a shared set of enterprise Office 365 templates

Manage and store templates in a SharePoint document library at a central location.

Do not store templates directly in content types, instead, reference the centrally shared

templates.

Use the Office 365 Backstage. View or the document information panel for managing

metadata

8.4 Libraries & Lists

Use only lists based on site content types, rather than directly customizing list definitions.

Enforcement of consistent classification and information management policies depends on

proper site content types.

Follow commonly accepted standards and best practices. Some are enumerated below:

Use only a few content types per list

Ensure the content types in a list are cohesive

Inherited list permission is preferred.

Avoid item-level list permissions

Enforce content management policies using versioning, check-in, check-out, workflows,

grouping by, and event receivers.

Avoid using special characters to name a library and list and folder.

Avoid setting up folder and nested folder.

Avoid special characters for file name

Avoid using special characters for setting up URL name of library and list: ( ), [ ], { }, &,

number, %, ^, #, $, @, *, !, ~, /, \, and space

Avoid using special characters for file name.

8.5 Prohibit setting up folders in libraries & lists

The list is geared more towards end-users and folder proponents and could be used as a business

case on why document library should be setup using meta-data. So here it goes:

a) Usability: Nested folder structure is only known to the person who created it. Also, too many

sub-folders tend to “hide” things.



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b) URL length limitation. SharePoint adds all folder and sub-folder names to URL. Overall

URL length is limited to around 260 characters. You are out of luck if you create sub-folders.

c) File URL. Moving file from one folder to another mean change of file URL.

d) Security. Maintaining Security by folders in SharePoint is an administrative nightmare.

e) User experience. User experience (navigation, finding the documents) just stinks with folders

(it is so 1990’s!)

f) File duplication. With folders you can deposit multiple copies of same files into different

locations – not a good thing when you try to organize documents and data in the first place!

g) 1 Lonely View. There is another reason NOT to use folders. With folders, you get one view –

the folder view. Using Metadata, you can create unlimited number of views by whatever

properties you have setup (i.e. organize documents by date, by customer, by project, etc.) So the

document browsing experience is much better-off.

h) Cannot Sort & Filter. Since your files are buried in the folders, you cannot realy benefit

from sorting and filtering capabilities of document library headers (unless of course you are just

sorting and filtering in the particular folder).

i) Change is hard. It’s hard to change folder structure, while changing metadata is easy.

j) Lost documents. You can “lost” documents when placed in the wrong folder. Additionally,

also, too many sub-folders tend to hide things, making it impossible or too time-consuming for

users to find a particular document.

k) Navigation. When you are in a particular sub-folder, there is no way to tell in which folder

you are any given time, and no easy way to navigate to the parent folder (there is no breadcrumb

on folder navigation menu available)

l) Cost. If you are essentially recreating nested folders you had on file share, by using

SharePoint, you have got yourself one expensive file share. Why not stay with folders on shared

drive?

m) You cannot see how many documents there are in a folder. It could be empty. While if you

group documents (via meta tags), you will see how many docs are in the group, and if they are

no docs in the group, you do not see the group. With folders, you spend time clicking on nested

folders, just to arrive at an empty one.

n) Data Integrity. When you allow users to create own folders, you are prone to data integrity

issues (i.e. same piece of information like “Company name” can be misspelled or spelled

differently). This would cause duplication and loss of time and efficiency for an organization.

o) Structure. Changing a folder structure is complicated and time consuming, while changing a

metadata structure is easier.



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p) URL Length. The URL Length is limited around 256 characters. All the nested folders names

will be added to the URL which means you will run into the 256 limit very fast. Errors saying the

URL path is too long.

9. Metadata, Search and Navigation Policy

9.1 Organizing Content - Metadata

Organizing SharePoint content and applying useful metadata will help make sure that the right

content is included in the search index and that the right content is returned in search results.

Organize content in natural hierarchies, making it easier for users to understand where they

can find and file their content, while making it easier for the system to rank the content and

return search results that better match the user’s intent. URLS and other metadata of files,

such as file names, are analyzed linguistically by the search system. If you use natural

language for URLS and for metadata, the search system can more easily understand what

information is in the site or file and give it an appropriate ranking in the results.

Encourage users to enter rich and consistent metadata for their sites and content

9.2 Search

Result Sources

Only company-specific SharePoint sites are available for search Additional locations may be

added for search through the Business Data Connectivity service.

Search Relevancy

Ensure metadata tagging through content types and term sets for all findable assets. All content should be

tagged to the existing taxonomy structure to increase efficacy and relevancy of search.

The search schema must be regularly trained and the relevancy settings maintained. A noise words file, a

thesaurus file, and keyword best bets are critical in improving searches. Content type retention policies

must be defined to prevent irrelevant and outdated search results.

Social tags and social bookmarking are necessary to increase search accuracy. This leverages the

company's collective knowledge effectively.

Search Results

To improve searches, use authoritative pages, search dictionaries and query suggestions. Search results

must be filtered based on user permissions.



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Social tagging must use the Search Index to provide security trimming on content. Users can tag

confidential documents, but those tags and documents should not be visible to anyone who doesn't

have read-access to the document.

9.3 Navigation

For retrieval of content using navigation from the home page of the sites, users should be able to

access any of the content within the following number of clicks:

Number of Clicks Percentage of reachable information

2 clicks 25 percent

3 clicks 40 percent

4 clicks 75 percent

5 clicks 90 percent

Standard navigation bread crumbs are required to assist users with site navigation and orienting

users.

The Global (top navigation bar) navigation elements are determined by the SharePoint Team

(SharePoint Admin, SharePoint Analyst, SharePoint Architecture and/or SharePoint Developer).

Global navigation is always for top site link and sub sites. The site level (quick launch or side

navigation bar) navigation is determined by SharePoint Team. It is for links of libraries and lists

and/or internal pages.

Some sites may contain navigational elements that provide tables of contents, dynamic access to

content based on a query, or authored links through page layouts.

Users may insert navigation controls only when identified as necessary by the SharePoint Team.

By default, these are restricted.

10. Configure Site Collection Features

SharePoint Analyst (primary SharePoint Site Admin) has to configure Site Features before Business

Owner can use. Each division needs to have their own SharePoint Analyst to be Site Admin.

10.1 Configure Site Collection Features

Site Collection Features Description Note

Aggregated Business Calendar This feature displays multiple

business calendars in an overlay

alongside Exchange and



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SharePoint calendars.

Content Type Syndication Hub This feature provisions a site to be

an Enterprise Metadata hub site.

Cross-Site Collection Publishing This feature helps to enable a site

collection to designate lists and

document libraries as catalog

sources for Cross-Site Collection

Publishing.

Custom Site Collection Help This feature creates a Help library

that can be used to store custom

help for this site collection.

Disposition Approval Workflow This feature manages document

expiration and retention by

allowing participants to decide

whether to retain or delete expired

documents.

Document Sets This feature provides the content

types required for creating and

using document sets. Create a

document set when you want to

manage multiple documents as a

single work product.

Library and Folder Based

Retention

This feature allows list

administrators to override content

type retention schedules and set

schedules on libraries and folders.

Publishing Approval Workflow This feature routes a page for

approval. Approvers can approve

or reject the page, reassign the

approval task, or request changes

to the page. This workflow can be

edited in SharePoint Designer.

Search Engine Sitemap This feature improves the search

engine optimization of a website

by automatically generating a

search engine sitemap on a

recurring basis that contains all

valid URLs in a SharePoint

website. Anonymous access must

be enabled to use this feature.

Search Server Web Parts and

Templates

This feature will add the Search

Server Web Parts and Display

Templates to your site. The search



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will work on most sites without

this feature being activated, but if

you get a message about missing

templates when searching, then

activate this feature.

SharePoint 2007 Workflows This feature will aggregate set of

out-of-box workflow features

provided by SharePoint 2007.

SharePoint Server Enterprise Site

Collection features

It enables many important features

of SharePoint by activating the

InfoPath Form services, Visio

Services, Access Services and

Excel Services.

SharePoint Server Publishing

Infrastructure

This feature provides centralized

libraries, content types, master

pages and page layouts and enables

page scheduling and other

publishing functionality for a site

collection.

SharePoint Server Standard Site

Collection features

This feature enables features such

as user profiles and search,

included in the SharePoint Server

Standard License.

Site Policy This feature allows site collection

administrators to define retention

schedules that apply to a site and

all its content.

Three-state workflow This feature enables a Three-state

workflow to track items in a list.

Video and Rich Media This feature provides libraries,

content types, and web parts for

storing, managing, and viewing

rich media assets, like images,

sound clips, and videos.

Workflows This feature aggregates set of out-

of-box workflow features provided

by SharePoint.



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10.2 Configure and Active Site Features

Site Admin or SharePoint Analyst has to configure and activate site features after activating site

collection features. Make sure this step has to be done before letting business owner use.

With the proper permissions – Full Control, Design, or Edit – you can activate or deactivate

specific features for your site. As an example, working with a Team site you can choose to

activate a feature that creates a Microsoft OneNote notebook in the Shared Documents library of

the site. Or perhaps you want to add community functionality such as discussion categories,

content and people reputation and a members list.

To activate or deactivate features for a site

1. Navigate to the site you want to configure.

2. Click Site Settings .

3. On the Site Settings page, under Site Actions, click Manage site features.

4. Click Activate next to the feature you want to activate on the site, or click Deactivate if you

want to turn off the feature on the site.

The table below describes features available for activation on a site. It depends on Site Template,

Site Admin or SharePoint Analyst will decide which features have to be activated.

Site Features Description Activate/ Deactivate

Access app Adds the Access web application Activate

Automatic Mobile Browser

Redirection

Automatically redirects the requests

from supported mobile browsers to

default mobile pages. Refer to

configuration files for supported

mobile browsers. Non-collaborative

sites relying on branded Publishing

pages typically do not make use of

this feature.

Activate

BICenter Data Connections Feature For BI site collection

Class My Site Host Content Adds class and group content to the

My Site Host site collection

Deactivate

Class Web Types Adds required content types to the

SharePoint class web.

Deactivate

Community Site Feature Adds community functionality such

as discussion categories, content and

people reputation, and the members

list. It also provisions community site

pages which contain these lists and

features.

Deactivate



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Content Management Interoperability

Services (CMIS) Producer

Make the data stored in this

SharePoint site collection available to

application via the Content

Management Interoperability Services

(CMIS) interfaces using SOAP and

AtomPub.

Deactivate

Content Organizer Create metadata based rules that move

content submitted to this site to the

correct library or folder.

Activate

Discover Project Sites Deactivate

Duet Enterprise - SAP Workflow Enables the site to host SAP

workflow task types

Deactivate

Duet Enterprise Reporting Retrieves data from the SAP System

and generates reports. You can also

create and save report settings to

generate reports according to your

personal preferences

Deactivate

Duet Enterprise Site Branding Enables the Duet Enterprise logo

appear as the site logo

Deactivate

External System Events Enables Alerts and Event Receivers

on the External List and External

Content Types.

Activate

Following Content Enables users to follow documents or

sites.

Activate

Getting Started Creates an instance of the Promoted

Links list with items about how to get

started with your SharePoint site.

Activate

Getting Started with Project Web App Creates an instance of the Promoted

Links list with items about how to get

started with your Project Web App

site.

Deactivate

Group Work Lists Provides Calendars with added

functionality for team and resource

scheduling.

Activate

Hold Used to track external actions like

litigations, investigations, or audits

that require you to suspend the

disposition of documents.

Deactivate

Metadata Navigation and Filtering Provides each list in the site with a

settings page for configuring that list

to use metadata tree view hierarchies

and filter controls to improve

navigation and filtering of the

Activate



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contained items.

Minimal Download Strategy A technique that enables faster and

more fluid web navigation experience,

in pages and site templates that

support it, by downloading and

rendering only those portions of a

page that are changing.

Activate

Mobile Browser View Enables a mobile view for document

libraries and other lists in a Team site,

for smartphone browsers.

Activate

Offline Synchronization for External

Lists

Enables offline synchronization for

external lists with Outlook and

SharePoint Workspace.

Activate

PerformancePoint Services Site

Features

Features enabling the

PerformancePoint Services list and

document library templates.

For BI site. Deactivate

Project Functionality This feature adds project management

functionality to a site. It includes

tasks, a calendar, and web parts on the

home page of the site.

Activate

Project Proposal Workflow Provides a review workflow for

managing project proposals.

Deactivate

Project Web App Connectivity Provides the lists required within a

Project Site for integration with

Project Web App including issues,

risks, and deliverables.

Deactivate

Project Sites Collaboration Lists Provides the lists required within a

Project Site for integration with

Microsoft Project Server including

Project Documents, Project Issues,

Project Risks, and Project

Deliverables.

Deactivate

Push Notifications Enables platform functionality that

will allow mobile devices to subscribe

to notifications for events that happen

on this SharePoint site.

Deactivate

SAP Workflow Web Parts Enables the usage of SAP Workflow

Web Parts.

For BI site. Deactivate

SharePoint Server Enterprise Site

features

Features such as Visio Services,

Access Services, and Excel Services

Application, included in the

SharePoint Server Enterprise License.

Activate

SharePoint Server Publishing Create a Web page library as well as Activate



34 | P a g e

supporting libraries to create and

publish pages based on page layouts.

SharePoint Server Standard Site

Features

Features such as user profiles and

search, included in the SharePoint

Server Standard License.

Activate

Search Config Data Content Types Install content types designed to

manage search configuration.

Activate

Search Config Data Site Columns Install columns designed to manage

information about search

configurations.

Activate

Search Config List Instance Features Provisions a list to enable the import

and export of Search Configurations.

Activate

Search Config Template Feature

Site Feed Enables the use of site feeds. Activate

Site Mailbox The Site Mailbox app helps you keep

email and documents close together

by connecting to your site to an

Exchange mailbox. You can then

view your email on SharePoint, and

view site documents in Outlook

Deactivate

Site Notebook Creates a Microsoft OneNote

notebook in the Shared Documents

library and places a link to it on the

Quick Launch

Activate

Team Collaboration Lists Provides team collaboration

capabilities for a site by making

standard lists, such as document

libraries and issues, available

Activate

Team Mailbox Set up a shared mailbox for your team

and access it from this site as well as

from Outlook

Deactivate

Wiki Page Home Page This site feature will create a wiki

page and set it as your site home page

Activate

Workflow Task Content Type

Adds the SharePoint 2013 Task

content type to the site

Activate

Workflows can use app permissions Enables workflows to read from and

to write to all items from the site

Activate



35 | P a g e

11. Set up Page Layouts and Site Templates

11.1 Page Layouts and Site Templates

Site Admin or SharePoint Analyst has to set up page layouts and site templates before letting

business owner use.

On the right side, there are page layouts that allowed to use.

Basic Search Center (All)

Blog (All)

Business Intelligence Center (All)

Community Site (All)

Document Center (All)

Enterprise Search Center (All)

Project Site (All)

Publishing Site (All)

Publishing Site with Workflow (All)

Team Site (All)

11.1.1 Sub-site template. Select Subsites can only use the following site templates. On the right

column, there are site templates allowed in the system. See Figure 6.

Figure 6



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11.1.2 Page Layouts

See Fig. 7. Select “Pages in this site can only use the following layouts”. On the right

side, there are page layouts that are allowed to use.

(Article Page) Body

(Article Page) Image on right

(Article Page) Summary Links)

(Catalog-Item Reuse) Blank Catalog Item

(Catalog-Item Reuse) Catalog Item Image on Left

(Enterprise Wiki Page) Basic Page

(Project Page) Basic Project Page

(Welcome Page) Blank Web part page

(Welcome Page) Splash

(Welcome Page) Summary links

Figure 7

New Page Default Settings: See Figure 8.



37 | P a g e

Figure 8

11.2 Rules of creating URL name for site pages & pages

Avoid special characters: %, &, { }, [ ], ( ), semi colon, “, period, comma, “;”, \, /, ?, $, #, *, @, !,

number, and space. No space for creating URL name for site pages and pages.

11.3 Set up top landing page for SharePoint Site

Go to Site Pages library. Click File on the tap. Click New Document on the ribbon. Select Web

part page in the drop down menu.

TravelClick Business Owner prefer to use a web part page for the top landing page: Right

column, Header, Footer, Top Row, 3 columns. See Figures 9, 10, 11.

Notes: Each site owner will have a different favorite page layout for his or her top landing

page.



38 | P a g e

Figure 9

Figure 10

Figure 11



39 | P a g e

Figure 13

12. Introduction to Default Apps

12.1 Shared Documents App

Figure 12

12.2 Asset Library

This is a library where you can save shared and published images, videos,

and audios. Especially, only for videos and audios. Types of files: .asf,

.avi, .wmv, .mp4, .mp3, .ogg, .ogv, .webm, .wma

12.3 Site Assets and Style Library:

DO NOT TOUCH !

Figure 14



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12.4 Images Library

Figure 15

12.5 Pictures Library



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12.6 Pages Library

Figure 16

12.7 Site Collection Images

Figure 17



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12.8 Workflow Tasks

Figure 18

12.9 Microfeed

DO NOT TOUCH!

Figure 19



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12.10 Form Templates

DO NOT TOUCH !

Figure 20

12.11 Site Collection Documents



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12.12 Content and Structure Reports

12.13 Reusable Content

12.14 Site Collection Help

12.15 Site Management Audits

12.16 Archives



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12.17 Site Pages Library

Figure 21

13. Web Parts

13.1 Web Parts Overview

Web Parts are reusable components that display content on web pages in SharePoint 2013. Web Parts

are a fundamental component in building SharePoint pages. A number of Web Parts ship right out of the

box with the different editions of SharePoint, and you can also purchase third-party Web Parts.

Note: The Web Parts that you have available depend on which SharePoint 2013 edition you use as well

as which features are activated. For example, the PerformancePoint Web Parts are available only with

the Enterprise license and only when the PerformancePoint Services feature is activated.

The following is a list of the common Web Part categories:

Apps: Each app instance you have added to your site has an associated Web Part. The app Web

Parts enable you to add a view into the data in your app to your web pages.

Blog: Provides Web Parts for a blog site.

Business Data: A group of Web Parts that display business information, such as status, indicators,

and other business data. This group also includes Web Parts for embedding Excel and Visio

documents and displaying data from Business Connectivity Services (BCS; a component of

SharePoint that allows you to connect to data stored outside SharePoint).

Community: A group of Web Parts for the community features of SharePoint, such as membership,

joining a community, and information about the community. In addition, there are tools for

community administrators.

Content Rollup: Contains Web Parts that are used to roll up (aggregate) content, such as rolling up

search results, providing project summaries, displaying timelines, and showing relevant documents

from throughout the site.

Document Sets: Web Parts specifically designed for working with sets of documents.

Filters: Web Parts that can be used to filter information. These Web Parts are designed to be

connected with other Web Parts in order to provide a useful filtering mechanism. For example, you

might have a list of content and want users to be able to filter based on certain criteria. You could

use these Web Parts to provide the filter mechanism.

Forms: Web Parts that allow you to embed HTML or InfoPath forms in a page.

Media and Content: Web Parts that display media, such as images, videos, and pages. In addition,

there is also a Web Part for displaying Silverlight applications.



46 | P a g e

PerformancePoint: Web Parts specifically designed for PerformancePoint services.

Project Web App: Web Parts specifically designed for Project Server. These Web Parts include

functionality for displaying information about a project, such as issues, tasks, timesheets, and status.

Search: Provides Web Parts for search functionality, such as the search box for entering a query,

search results, and refinement of results.

Search-Driven Content: Provides Web Parts that display content based on search. For example,

Web Parts that show items matching a certain tag, pages based on a search query, and recently

changed items.

Social Collaboration: Web Parts designed for the social components of SharePoint, such as user

contact details, shared note board, tag clouds, and user tasks.

13.2 Daily Use of Web Parts

13.2.1 . Libraries & Lists

The Web Parts listed in this category are actually different forms of the List View Web

Part. When the List View Web Part displays data from certain lists or libraries, it also takes

the name of the list or library. In this way, the Announcements Web Part is actually a List

View Web Part that displays a list of announcements; a Calendar Web Part is a List View

Web Part that displays a calendar, and so on.

You can add a List View Web Part for the same list to several different Web parts or pages.

Each will show the same data (in your own customized view, if you wish), and changes

made to the data in one place will appear in all of the other places.

Notes: You will often hear the term, “List View Web Part,” but you will not find a Web

Part by that name. A List View Web Part automatically takes the name of the list for which

it displays data. Thus, the List View Web Part for a calendar list is called “Calendar.”

Similarly, when you create a new list or library on your site, a List View Web Part of the

same name as that list or library is automatically created for you. For example, if you create

a list called Customers, a List View Web Part called Customers will be available in the Site

Name Gallery. The Web Part automatically displays the data contained in the list or library

that you created.

Web Parts in this category are intended primarily to facilitate collaboration and

communication among team members. When you create a new team site, the home page

for that team site automatically contains Announcements, Calendar, Links, and Site Image

Web Parts. Because a team site also features a Shared Documents library, a Tasks list, and

a Team Discussions list, you can also add Web Parts for these types of lists to the home

page.

You can add Web Parts to other pages to show the contents of these lists. For example, if

your group has several document workspace sites, you could add a Web Part that shows the



47 | P a g e

same group calendar information on each site, so users don't have to click back to the home

page to stay up-to-date.

Apps Purpose

Announcements

The Announcements list contains messages posted by

contributors to the site (who have necessary

permissions). Use the List View Web Part named

Announcements to display and update these

messages on a site.

Calendar The Calendar list contains upcoming meetings,

deadlines, and other important events. You can add a

Calendar List View Web Part to various locations on

a site to display and update the information on the

calendar.

Shared Documents A unique Shared Documents library is standard on all

team and document workspace sites. You can add the

Shared Documents List View Web Part to pages that

are subordinate to the site where the library

originated, but not to other sites. Use the Shared

Documents List View Web Part to provide quick

access to team documents in different locations on

the site

Site Assets This library stores TravelClick policy files,

TravelClick logo, and OOTB javascript files and

pages.

Site Pages This library stores pages on the site. You can use the

Web Part to display links to all those pages from a

single page of your site

Tasks The Tasks list is where team members can keep track

of work that needs to be done. Add the Tasks List

View Web Part to a page to view and update the list

of tasks

13.2.2 Content Rollup

Web Parts Purpose

Content Search/ Query Content Search Web Part displays search results in a

way that you can easily format. Each Content Search

Web Part is associated with a search query and shows

the results for that search query.

You can use display templates to change how search

results appear on the page. Display templates are

snippets of HTML and JavaScript that render the



48 | P a g e

information returned by SharePoint. The information

to be displayed gets inserted into the page in JSON

format

The CSWP can return any content from the search

index. Use it on your SharePoint 2013 sites when you

are connecting to a search service and want to return

indexed search results in your pages.

The CSWP returns content that is as fresh as the

latest crawl of your content, so if you crawl often, the

content that the CSWP returns is more up-to-date

than if you crawl infrequently. If you need to display

instant content or the refreshed version of content,

use the Content Query Web Part (CQWP) instead.

Search crawls only the major versions of content,

never the minor versions. If you want to display the

minor versions of your content, do that by using a

CQWP.

Some site collection administrators mark sites to not

be indexed. Content marked in this way is not

available in a CSWP. If you want to return results

from a site that is marked to not index, use the

CQWP instead

Summary Link You can use a Summary Link Web Part or field

control to create groups that you can use to organize

links, to add new links, and to sort the links and

group headers that are in the Web Part. Two page

layouts already contain a Summary Link field control

when you use them to create a page:

Article page with summary links

Welcome page with summary links

Welcome splash page

Project Summary The Project Summary web part provides a high-level

view of the events and tasks involved in a project. By

default, it is included on the Home page for a project



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site. It can also be added to any other site that

includes a task list.

The left side of the Project Summary web part

includes a countdown to the due date for the next task

shown on the timeline. If the timeline is not

displayed, the web part counts down to the due date

for the task with the closest future due date. Next to

the countdown, the web part can display either the

timeline for the project, or a list of late and upcoming

tasks and calendar events. You can use the arrow

buttons, at the upper-right corner of the web part, to

cycle between the timeline and the late/upcoming

tasks and events

Timeline The timeline that is included in the Project Summary

web part provides an overview of the tasks that are

captured in the primary task list on the site. You can

click Add Task or Edit List to work with the task

list for the site

13.2.3 Media and Content

Web Part Purpose

Content Editor Allows authors to enter rich text content, add

document links, page links, and images

Image Viewer Displays a specified image. Allow an editor to show

an image.

Media Web Part Use to embed media clips (video and audio) in a web

page.

Picture Library Slideshow Web Part Use to display a slideshow of images and photos

from a picture library.

Script Editor Allows authors to insert HTML snippets or scripts.

(OOTB scripts)

Silverlight Web Part A web part to display a Silverlight application.

Page Viewer Displays another Web page on this Web page. The

other Web page is presented in an IFrame.

SharePoint List Filter Point to a SharePoint List and the specify the value of

a column, such as title, description or document type.

Users can browse to the list and choose from the item

type you specify.



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Silverlight Show a Silverlight embedded client-side application

Business Data Actions Shows a list of actions from the Business Data

Catalog

Business Data Catalog Filter Allows you to choose one entity from the BCS and

specify value column and description column.

Choice Filter Allows you to specify values in the tool pane of the

Web part. Users select one of the values from a drop-

down menu that appears on the page.

13.2.4 Forms Web part

Web Part Purpose

HTML Form Web Part Connects simple form controls to other Web Parts.

Renders simple HTML5 form controls which can be

connected to other web parts.

InfoPath Form Web Part Use this Web Part to display an InfoPath browser-

enabled form

13.2.5 Business Data

Web Part Purpose

Business Data Actions Displays a list of actions from Business Data

Connectivity

Business Data Connectivity Filter Filters the contents of Web Parts using a list of values

from the Business Data Connectivity

Business Data Item Displays one item from a data source in Business

Data Connectivity

Business Data Item Builder Creates a Business Data item from parameters in the

query string and provides it to other Web Parts

Business Data List Displays a list of items from a data source in

Business Data Connectivity.

Business Data Related List Displays a list of items related to one or more parent

items from a data source in Business Data

Connectivity.

Excel Web Access Use the Excel Web Access Web Part to interact with

an Excel workbook as a Web page.

Indicator Details Displays the details of a single Status Indicator.

Status Indicators display an important measure for an

organization and may be obtained from other data

sources including SharePoint lists, Excel workbooks,

and SQL Server 2005 Analysis Services KPIs.



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Status List Shows a list of Status Indicators. Status Indicators

display important measures for your organization,

and show how your organization is performing with

respect to your goals.

Visio Web Access Enables viewing and refreshing of Visio Web

Drawings.

13.2.6 Social Collaboration

Web Part Purpose

Contact Details Displays details about a contact for this page or site

Organization Browser This Web Part displays each person in the reporting

chain in an interactive view optimized for browsing

organization charts

Site Feed Site Feed contains microblogging conversations on a

group site

Site Users Use the Site Users Web Part to see a list of the site

users and their online status

Tag Cloud Displays the most popular subjects being tagged

inside your organization

User Tasks Displays tasks that are assigned to the current user.

13.3 How to add a web part on a page

Adding a web part to a page is a very simple task. You can follow the steps below to add a web

part to a page:

Step 1: On your homepage, click Settings -> Edit Page.

Step 2: * Depending on the type of page you are editing, your process may be slightly different

for the next step:

1. If the page is a Web Part page, you will see blocks on the page that have- Add a Web Part

link, Click the Add a Web Part link for the desired area of the page to which you want to add

a Web Part.

2. If the page is a Wiki Page, put your mouse cursor in the area of the page to which you want

to add a Web Part, click the Insert tab of the ribbon menu at the top of the page, and click the

Web Part button.

Step 3: A new pane is now displayed at the top of the page. Select the category of the Web Part

you want to add.



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Step 4: Once you select a category, all Web Parts associated with that category are listed in the

Parts area of the screen. Select the Web Part you want to add.

Step 5: Once you select your Web Part, you can click the Add button to complete the process of

adding the Web Part to the page

13.3.1 Changing Web Part Properties

The Web Part properties that are available vary between different types of Web Parts,

but there are a standard set of options exists across all Web Parts. The following list

describes each of the standard Web Part settings:

Appearance: The Appearance section allows you to title the Web Part, fix the

height and width as necessary, and determine the chrome type. Chrome is another

word for the Web Part title and border options.

Layout: In the Layout section, you can change the zone location of the Web Part,

as well as hide it without closing it.

Advanced: This section contains many of the options you use to allow users with

permissions to modify Web Parts.

Figure 22



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Figure 23

13.3.2 Removing or minimizing a Web Part

You have two options for removing a Web Part from your page — closing or

deleting. Closing a Web Part leaves the Web Part on the page so you can enable it

again for future use. Deleting the Web Part removes the Web Part from your page

(but doesn’t delete it from SharePoint). To delete or close a web part use the Web

Part properties pane, which is accessible via every Web Part’s Edit Web Part menu.

13.4 How to use a web part

13.4.1 Content Editor Web Part

The properties of webparts are displayed in categories. The categories “Appearance,” “Layout”, and

“Advanced”, are common to all Webparts irrespective of the type of WebPart.

Figure 24



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Figure 25

Chrome State

By default it would be set as Normal, the other option is Minimized. If it’s set to

Minimized the WebPart content will be hidden from display.

Chrome Type

This property controls the display type of the WebPart. If this property is set as None ,

the WebPart displays the content without any border or title. If it is set to Default , then

Title and Border will be displayed.



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Figure 26

Hide

Selecting this will hides the web part from display

Direction

Changes the direction of text (content) alignment

Zone

Displays the list of Web Part Zones available in that page. Can be used to move Web

Parts from one zone to another.

Zone Index

The order in which web part has to be displayed within the web part zone. Need not to be

in the continuous numbers. Web Parts will be displayed in the ascending order of Zone

Index



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Figure 27

13.4.2 Project Summary and Timeline web parts

To change which timeline is used on the Project Summary web part:

1. On the Page tab, click Edit Page.

2. Click once in the Project Summary web part, and then, on the Web Part tab, click

Web Part Properties.



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3. Choose the Primary Task List for the web part. This is the task list that is used for

the due date countdown, and it determines which timeline is displayed.

4. If you don’t want to include a timeline on the Project Summary web part, under

Headlines, clear the Timeline check box.

5. Click OK on the Project Summary web part properties box.

6. On the Page tab, click Stop Editing.

Late and upcoming tasks and events

You can also use the Project Summary web part to view tasks from the task list(s) or

events from the calendar(s) with due dates that have either recently passed, or that are

coming up relatively soon.

Note: Tasks that are included on the timeline are not included in the list of late and

upcoming tasks.

If you have permissions to edit the Project Summary web part, there are a few different

things that you can change about which tasks and events are listed.

To change the late and upcoming lists on the Project Summary web part:

1. On the Page tab, click Edit Page.

2. Click once in the Project Summary web part, and then, on the Web Part tab, click

Web Part Properties.

3. Under Headlines, select the check box next to late and/or upcoming for each list that

you want to include in the web part.

4. If you have multiple task lists on the site, and you want to include more than just the

primary task list in the list of late tasks on the Project Summary web part, click edit,

next to late.

5. Select the check box next to each task list that you want to include in the list of late

tasks, and then click OK. Skip this step if you are not changing the list of late tasks.

6. To change what tasks and events are included in the upcoming list, click edit, next to

upcoming. If you are not making changes to the list of upcoming tasks and events,

skip to Step 9.

7. Select the check box next to each task list or calendar that you want to include in the

list of upcoming tasks and events.

8. If you want to change the timeframe for upcoming tasks and events, you can type a

different number of days in the box next to Show items for the following number of

upcoming days, and then click OK. By default, the Project Summary web part

includes tasks and events that have due dates or that are occurring within the next 14

days.

9. Click OK on the Project Summary web part properties box.

10. On the Page tab, click Stop Editing.



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Add tasks to your project

One of the first steps to managing a project is to add the tasks that get your project done.

Your list of tasks can be as simple as a checklist of things that need to get done, or it can

be somewhat more involved, with start and finish dates, relationships with other tasks,

and other associated task information. A simple checklist of tasks and a scheduled list of

tasks both use the same list on your site, so you can start with a simple checklist, and then

add detail to the tasks later to make it a scheduled list of tasks.

Add a simple checklist of tasks

If you are just getting started with your project planning, or if you don’t anticipate this

project being particularly complicated, a simple checklist of tasks may be enough for you

to effectively manage your project. Your checklist may include due dates for your

project’s tasks, and assignments to project team members.

To add a simple checklist of tasks:

1. On the Quick Launch for your site, click Tasks.

2. On the Tasks page, click Edit.

3. In the Task Name column, type a name for each task that needs to be completed in

your project. Press Enter to move to the next line after adding a task.

Tip Do you want to add a new task between two tasks that are already listed? Click in

the space to the left of the check box for an existing task, and then press Insert. A new

row is added above the existing task that you selected. You can also click Insert in the

Hierarchy group on the Tasks tab.

1. In the Due Date column, type or select a date for when each task in the list should be

complete. If you’re not sure when a task needs to be complete, leave this column

blank for that task.

2. In the Assigned To column, type or select the name of each person who will work on

each task in the list.

Tip A best practice is to only assign one person to each task. If you need to assign more

than one person, this can lead to issues with marking tasks as complete. If Ann finishes

her work on the task, it makes sense for her to check it off as complete on her My Tasks

page. However, this marks the task as complete for everyone assigned, not just Ann.

Someone else on the task may still have work to do. If you decide that you do still need to

assign more than one person to a task, you can separate names with a semicolon (;).

3. When you have finished adding your simple checklist of tasks, click Stop.



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Another quick way to add a simple checklist of tasks is by pasting a list from an Excel

worksheet. As long as the columns you use in the worksheet line up with the columns

that are displayed on the Tasks page, you can simply click in the task list and paste your

worksheet data. Names will be paired with accounts, if possible, in the Assigned To

column.

As you work on your project, you can select the check box beside each task name when

the task is completed.

If you find that you need more control over the tasks in your simple checklist, you can

use the steps in the next section to add detail to your tasks, to make a more robust

scheduled list.

Add a scheduled list of tasks

If your project is somewhat complex, you may find that a scheduled list of tasks helps

you keep track of the work in a more manageable way.

To add a scheduled list of tasks:

1. On the Quick Launch for your site, click Tasks.

2. On the Tasks page, click New Task. Or, on the Tasks tab of the ribbon, click New

Item.

Note If you initially created a simple checklist of tasks, but the project became a bit

more involved, you can easily add more detail to your existing tasks. To select a task,

click in the space to the left of the check box for it, and then, on the Tasks tab of the

ribbon, click Edit Item. This opens the task so that you can add greater scheduling

detail.

3. Type a name for your task in the Task Name box.

4. Type or select a start and finish date for your task in the Start Date and Due Date

boxes. If you’re not sure of either of these dates, leave this information out for now.

You can always return later and add information by editing the task.

5. Type the name or email address of the person you want to work on the task in the

Assigned To box.

Tip A best practice is to only assign one person to each task. If you need to assign more

than one person, this can lead to issues with marking tasks as complete. If Ann finishes

her work on the task, it makes sense for her to check it off as complete on her My Tasks

page. However, this marks the task as complete for everyone assigned, not just Ann.

Someone else on the task may still have work to do. If you decide that you do still need to

assign more than one person to a task, you can separate names with a semicolon (;).



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6. If work has already begun on the task, enter a percentage in the % Complete box, to

indicate approximately how much work has been done, and what is left to do.

Tip This is a great field for your project’s team members to update on a regular

basis. It can help you understand how work on your project is progressing, and

whether your project is on track to finish on time.

7. Type a brief description of the task in the Description box, if you would like to

provide greater detail about the work that is involved. This may be helpful for

executives or other stakeholders who are trying to understand your project.

8. Use the boxes and buttons next to Predecessors to indicate which tasks in your

project need to be completed before the current task can start.

For example, let’s say you create a task called “Publish press release,” which can’t

begin until the “Write press release” task has completed. Select the “Write press

release” task from the box on the left, and then click Add to move it to the box on the

right. This indicates that the “Write press release” task is a predecessor to (that is, it

precedes) the “Publish press release” task.

9. Select the appropriate priority level from the Priority list.

10. Select the appropriate status level from the Task Status list.

Tip This is another field that is helpful for your project team members to update

regularly. It can help you stay on top of work blockages, schedule delays, and other

critical scheduling issues.

11. Click Save.

Work with your task list

As you work with your list of tasks, those with due dates listed in red are late. Once you

mark a late task as complete by selecting the check box next to the task, the due date no

longer appears as red text.

Also, you can switch between different views of your task list by clicking the view links

above the list. You can choose from All Tasks, Calendar, Completed, Gantt Chart,

Late Tasks, My Tasks, and Upcoming, or you can modify an existing view or create

your own view of your task list. If the view you want to use isn’t listed above the task

list, click Click for additional options (…) next to the view links and choose the view

you want to use.

Indent, outdent, move, and delete tasks



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After you add a list of tasks to your site, you may want to change the way they are

structured in the task list. You can indent or outdent a task, move a task up or down in the

list, or permanently delete a task from the list.

You may want some tasks to be indented below others, to indicate a set of subtasks that

fall under a larger task in your project. There are two ways to do this:

Indent and Outdent buttons Click the space to the left of the check box for the task you

are indenting or outdenting, or press Ctrl and click the space to the left of the check box

to select multiple tasks. Then, on the Tasks tab, in the Hierarchy group, click Indent or

Outdent.

Keyboard shortcuts With the task selected, press Alt+Shift+Right Arrow to indent the

task, or Alt+Shift+Left Arrow to outdent the task.

Tip You can also indent tasks as subtasks when you are creating them. In the task

list, click Open Menu (…) for the task that you want to use as the parent task for the

subtask you are adding. On the box that appears, click Create Subtask.

You can also move tasks up and down in the task list. There are three ways to do this:

Drag: Click the space to the left of the check box for the task you are moving. The

cursor turns into a four-way arrow. Click and drag the task to the location in the task list

where you want the task listed. The task list must be open for editing to use this method.

Move Up and Move Down buttons Click the space to the left of the check box, to the

check mark, for the task you are moving. On the Tasks tab, in the Hierarchy group, click

Move Up or Move Down to move the task within the list.

Keyboard shortcuts Select the task that you want to move, and then press Alt+Shift+Up

Arrow to move the task up in the list, or press Alt+Shift+Down Arrow to move the task

down in the list. The task list must be open for editing to use this method.

If you decide that you no longer need a task as part of your project, you can delete the

task from your task list. There are three ways to do this:

Keyboard shortcuts Select the task(s) you want to remove, and then press Delete. The

task list must be open for editing to use this method.

Delete Item button Click the space to the left of the check box, or the check mark, for

the task you are removing, or press Ctrl and click the space to the left of the check box to

select multiple tasks. Then, on the Tasks tab, in the Manage group, click Delete Item.



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Open Menu Click Open Menu (…) for the task you are removing, and then, on the box

that appears, click Open Menu (…) again. Click Delete Item.

Change the fonts and colors

You can change the font face, size, format, and color for the text used on the timeline.

You can also change the fill colors used for the timeline bars, diamonds, and background.

To change the fonts and colors used on the timeline:

1. Click once on the timeline to select it.

2. To change the font used on a timeline bar or diamond, click the bar or diamond, and

then, on the Timeline tab, in the Font group, change the font face, size, format, and

color.

Tip When you click a bar or diamond on the timeline, a box appears with

information about that task. If this box is in the way when you’re ready to format a

different bar or diamond, simply click the X in the top right corner of the box to close

it.

3. To change the color used to fill in a bar or diamond, click the bar or diamond, and

then, on the Timeline tab, in the Font group, click Highlight Color, and choose a

color.

Note The color used to fill a diamond is also used for the line drawn between the

diamond and the task name.

4. To change the color used to fill in the background of the timeline, click in a space in

the timeline that isn’t filled by a bar or diamond, and then, on the Timeline tab, in the

Font group, click Highlight Color, and choose a color.

Change how dates are displayed

By default, the timeline includes task dates, a marker indicating the current date, and

dates across the top to mark the timescale. However, you can also include the overall

project start and finish dates, or choose to hide any of the default date indicators. You can

also choose the format for task start dates and due dates.

To choose how you want to include dates on the timeline:

1. Click once on the timeline to select it.

2. On the Timeline tab, in the Show/Hide group, select the check box next to each type

of date that you want to include on the timeline:



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o Task Dates Select the Task Dates check box to display the start date and due

date for each task within the task’s bar or next to the task’s diamond.

o Today Select the Today check box to display an indicator on the timeline for

the current date.

o Start & Finish Select the Start & Finish check box to display a start date at

the beginning of the timeline and a finish date at the end of the timeline. These

dates are taken from the earliest task start date, and the latest task due date.

o Timescale Select the Timescale check box to display markers across the top of

the timeline at dated intervals.

3. To choose the format to use for dates within task bars or next to task diamonds, on the

Timeline tab, in the Show/Hide group, click Date Format, and select the format you

want to use.

Change how tasks appear

Tasks without a start date, or tasks that have a start date but no due date, always appear as

diamonds on the timeline. A task with a start date and a due date, however, can appear as

a bar on the timeline, or you can choose to display it as a callout above the timeline. This

can be particularly useful if you have chosen to indent tasks in your task list as a way to

communicate different phases of a project, or larger tasks that have several subtasks. See

Fig. 28

For example, let’s say you have a task list like this:

Phase 1

o Task A

o Task B

o Task C

Phase 2

o Task D

o Task E

You might choose to display Phase 1 and Phase 2 as callouts on the timeline, and Tasks

A through E as bars on the timeline.



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Figure 28

To display a task as a callout on the timeline, click once on the task bar, and then, on the

Timeline tab, in the Current Selection group, click Display as Callout. If you decide

you would rather return the callout to the timeline as a bar, click once on the callout text,

and then, on the Timeline tab, in the Current Selection group, click Display as Bar.

You can also remove tasks from the timeline entirely, without removing them from the

task list. This can be helpful if you need to simplify the timeline, or if you would prefer

that some tasks didn’t show up in the Project Summary web part.

There are two ways to remove a task from the timeline:

Click once on the bar, diamond, or callout text, and then, on the box that appears,

click Remove from Timeline.

Click once on the bar, diamond, or callout text, and then, on the Timeline tab, in the

Current Selection group, click Remove from Timeline.

Lock the timeline width

After you have added tasks to the timeline and arranged them in a way that you feel

accurately represents the project, you can lock the timeline width so that others who view

the timeline see the timeline for your project in the way you have intended. If you do not

lock the timeline width, the width will vary based on the size of the window being used to

view the timeline.

To lock the timeline width, arrange the timeline to accurately represent your project, and

then, on the Timeline tab, in the Actions group, click Lock Timeline Width. Now, when

someone else views your timeline, it will remain at the width that you have set, regardless

of the viewer’s window size.



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13.4.3 Summary Links Web Part

The Summary Links Web Part is located in the Content Rollup section. See Fig. 29

Figure 29

Click the New Link Button on the Summary Links toolbar on the web part. See Fig.

30

Figure 30

Enter the title and description you want to display for the new Summary Links Web

Part. Enter the hyperlink in the Link URL field See Fig. 31



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Figure 31

Select an image to associate with the link by entering the path to the image in the

image URL field. (Optional) See Fig. 32



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Figure 32

Click OK. We have this Summary Link Web Part. See Fig. 33

Figure 33



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13.4.4 Image View Web Part

Select which web part zone you want to add Image View Web Part. Then. Click Add

a Web Part. Select Image View Web Part in Media and Content section. Click

Add. See Fig. 34

Figure 34

Click Open the tool pane to add an image URL link. See Fig. 35



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Figure 35

Enter Image URL link into Text Link field. OK. See Fig. 36

Figure 36



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13.4.5. Media Web Part

Media Web Part is for adding video and audio on a web part page.

Choose the web part zone where you want to add Media Web Part.

Click Add a Web Part.

Select Media Web Part in Media and Content Section. Add. See Fig. 37.

Figure 37

Check the Media Web Part. Click Change Media on the ribbon. Select From

SharePoint. Your video or audio must be in Asset Library already. See

Figure 38.

Figure 38



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13.4.6. Excel Web Access Web Part

You can easily display Microsoft Excel charts and tables using the Excel Web

Access Web Part in Microsoft SharePoint 2013. This enables decision makers to

quickly view real-time data without having to locate the Excel workbook and find

the appropriate worksheet that contains the information.

This step-by-step guide assumes the creator knows how to create charts and tables

in Excel and has the knowledge to create a Wiki page in SharePoint.

a. Create an Excel workbook with charts and tables. Make sure to provide

meaningful “names” for each chart and table in the Name Box on the left side of

the formula bar. You will be referencing the chart or table names in the

SharePoint Web Part.

b. Upload the Excel workbook to a SharePoint Document Library. Since the Excel

file is in a Document Library, users will have a collaborative space to open and

edit the actual workbook file.



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c. Create a (Welcome) Blank Web Part Page.

d. While in the page edit mode, place the cursor where you would like to insert a

Web Part and from the Insert tab on the Ribbon, in the Parts group, click on

Web Part.

e. Select Excel Web Access from the Parts group in the Business Data

categories. Then click the Add button.

f. From the inserted Excel Web Access Web Part, click on the “Click here to

open the tool pane” link.



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g. From the Tool Pane in the Workbook Display group, click the browse button

to reference the uploaded Excel workbook, then click the browse button to “type”

in the Named Item (that was assigned in Excel) to display as the default.



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h. When you Save and Close the page, you can easily view Excel dashboards. As

the Excel workbook data changes, the Web Part will reflect changes in real-time.

i. You can select other Excel “Named” components from the View menu or

simply create additional Web Parts to display other chosen Excel charts or tables.



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13.4.7. How to use Visio Web Access Web Part

The Visio drawing will show live data in SharePoint. Visio Services can refresh

the connections to various data sources and recalculate graphics and text fields.

These are the main step for adding the Visio drawing:

Open a Visio file in Visio and save it to a SharePoint document library as a

Visio Web drawing

Add a Visio Web Access Web Part to a SharePoint page.

Connect the Web Part to the Web drawing file.



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14. How to create an internal page.

Click Site Contents on the Quick Launch. Find and Click Pages App. See Figure 39

Figure 39

Click Files on the tab. Click New Document on the ribbon. Select and Click Page item. See Figure

40

Figure 40



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In Title field, a user can use special characters.

In Description field, a user can use special characters.

In URL Name field, a user should not use any special characters. Avoid special characters for

URL name: ( ), { }, [ ], “ , &, *, %, #, $, @, /, \, `, ~, ?

See Figure 41

Figure 41

Click Create. A new page will appear in Pages Library. Click the link to continue to add more

content.

Always Save and check in and Publish the page after work.



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15. How to create a library app

There are 2 ways to start creating a library app. See Fig. 42

a) Your click “Steering” wheel, and select “Add an app” on the drop down menu.

b) Or click “Site Contents” on the left “Quick Launch” to find “Document Library” app.

Figure 42

This window will pop up for you. Select “Document Library” app for you to start building. See Fig. 43



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Figure 43

Type the name for your new library. Library name is URL name for a library. Avoid special characters

for creating a URL name for a library. Types of files: .doc, .docx, .xls, .ppt, .pdf. See Fig. 44

Figure 44



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You will find your new library here. See Fig. 45

Figure 45

There are two ways to create a column:

First. Click “Library” on the tab. Click “Create Column” on the ribbon. See Fig. 46

Figure 46



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Or click “Library” on the tab, then select “Library Settings” on the ribbon. See Fig. 47

Figure 47

Type the name for your new library’s column. See Figure 48. Create “Document Title” column

– “Single line of text” type. Click OK.

Figure 48



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Repeat the same step to create a column “Department.” Select “Choice” type: “Drop-down”

menu, “Radio Button,” or “Checkboxes”. See Fig. 49, 50,

Figure 49

Figure 50



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Figure 51

When you finish, it will pop up this window. See Fig. 52

Figure 52

How to re-arrange and add columns. Click “Library” on the tab. Select “Library Settings” on the

ribbon. See Fig. 53, 54



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Figure 53

Figure 54

It will take you to the Library Settings screen. Find and Click “All Documents” under

“View.”See Fig. 55.



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Figure 55

It will pop up the window of all columns that are not re-arranged. See Fig. 56.



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Figure 56

You can re-arrange all columns and check-in two columns “Created” and “Created By.” See Fig.

57.



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Figure 57

This is how your Training Document Library looks like. See Fig. 58.

Figure 58



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How to upload a document on Library app. There are two ways. Directly click “New Document”

or Select “Files” on tab bar. See Fig. 59

Figure 59

a) Select “New Document” to upload your document on Library. Browse and select your

document from a driver. Click OK. See Fig. 60

Figure 60



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b) Select “Files” on the Tab bar. Click “Upload Document”. Browse your document that you

need to upload onto library. See Fig. 61

Figure 61

16. How to create a list app

There are two ways to start creating a list app.

a) You click “Site Contents” on the Quick Launch

b) Or click the gear wheel, select “Add an app” on the drop down menu or “Site Contents”

It will show the window of Site Contents. Click “Add an app”. You will see a lot of apps. Find “Custom

List” app and select it to start creating a new customized list app. See Figure 62

Figure 62



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After you click this “Custom List” icon, it will show you a box that requires you to type a name for

your new list app. In this example, we are going to build a custom list app called “Sample List 1.”

Remember that no space in URL name for list. Click OK.

Click List on the tab. Find and Click List Settings on the ribbon. Find and Select List name,

description, and navigation. Here you can add space for the List name.

In this “Sample List 1,” here all columns that we need to create.

a) The first default column when we build a list app from scratch is “Title” column. We need to change

this column to “Project Title.”

b) Description column, the type is Multiline Type

c) Sample Department, column type is Choice – drop down menu

d) Start Date, Type: Date & Time Column, but we have to add this column from the existing list

e) Project Period, column type is Number

f) Project End Date, is a calculate column type.

g) Project Status, is a choice column type – radio buttons

h) Project Assigned to, a Person & Group column Type

i) Final step is to create a different view called “SampleView.” We need to turn off folder feature

because we have to avoid creating a folder on SharePoint. SharePoint Search may not be able to

search very well if there are a lot of folders and netted folders.

j) With “SampleView,” we only choose a few columns to show up: Project Title, Sample

Department, Project End Date, Project Status, Project Assigned to, Created by.

k) Turn off folders and set up grouping.

l) Re-ordering the columns, check and uncheck columns.

After you name your new custom list, it will appear on Quick Launch and on Site Contents.



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Now we click “Sample List 1” to start creating a column. There are two ways of creating a column: i)

Click “List” on the tab bar, then find “Create Column” on the ribbon; or ii) Click “List” on the tab bar,

then find “List Settings” on the ribbon.



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Now we create the 2nd column called Description. The type of Description column is a multiple lines

of text. We will use the first way of creating a column. First click List on the tab bar, then Click Create

Column on the ribbon. Type the name of the column in a Column Name box. We scroll down the screen

to decide whether or not you want the other functions for this column: Require that this column

contains information; Specify the type of text to allow: Plain text or Enhanced rich text. We leave the

other functions as it. Click OK.



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We will build the 3rd column by using the 2nd way. See Figure 12. Click List on the tab bar. Find and

Click List Settings. See Figure 13. It will show you the window of List Settings of Sample List 1.

Scroll down the screen to find Create Column under Columns. Click Create Column. See Figure 14.

Next you will see a menu of column types – it looks like Figure 10. At this time, we are going to create

a choice column called Sample Department. The type of this column is Drop-down menu. There are

three different types of choice: Drop-down menu, Radio Buttons, and Checkboxes. See Figures 15 &

16.



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Now we start filling the Type each choice on separate line box. Our drop down menu contains:

(Select…); CBS; IT; Management; Media; Products & Projects Management. Display choices using:

Drop-down menu. Allow “Fill-in” choices: No. Default value: Choice – (Select…).



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Repeat the same steps from Figure 12 to Figure 14 to create the other columns. See Figure 17. But at

this time, we create Start Date column from existing site columns. Find and Click Add from existing

site columns under Columns. See Figure 18.

You will see the window of “Add Columns from Site Columns. Scroll down Available site columns

box to find “State Date”. Click “Add” button. Add to default view. OK. See Figure 18 & 19. (We do



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not have to duplicate “State Date” column because this column was already in the system. We only

create this type of column unless we name it in a different name).

Now we create a column called “Project Period”. Type of column is Number. See Figure 20.



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Repeat the same steps of creating a column to create Project End Date column. Type of column is a

calculated column type. See Figure 21a.



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Scroll down the screen to fill in Formula box. Here the formula: “=[Start Date]+[Project Period]”.

The date type returned from this formula is: Date and Time. Date and Time Format: Date Only. OK.

See Figure 21b.



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Repeat the same steps to create a column called “Project Status”. It is a choice column type (Radio

Buttons). See Figures 22a and 22b.

a) Require that this column contains information: NO.

b) Type each choice for each separate line: Pending; In Progress; Approval; Denied

c) Display choices using: Radio Buttons

d) Allow “Fill-in” choices: No

e) Default value choice: Pending



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Click Sample List 1 to see how you have just built it. See Figures 23 & 24. Repeat the same steps to

create the last column called Project Assigned to. Type of column is “Person & Group”. See Figures

25 & 26.



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Now we start creating a new item. See Figures 28, 29 & 30. You will not see the calculated column

Project End Date here because it is a type of calculated column.



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In this step, we are required to change Title column to a new name called “Project Title”. Click List on

the tab, Click List Settings on the ribbon. See Figure 31.



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See Figure 32. If you click “List name, description and navigation,” you are able to change the name

of your list and decide whether or not you want your list to appear on Quick Launch. In this example, we

do not do it. Find and Click Title column under Columns. See Figure 33. In Column name box, we

will change the name. By default, the first column has to be required to fill in. Leave the others as it.

OK. See Figure 33.



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If you want to edit an item’s properties, simple click three dots “…”. It will show up a little pop up box

for you to edit, share, etc. See Figure 34.



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Finally we are going to create a new view. After we finish building a custom list from scratch and

changing the column name, here how it looks. See Figure 35. This is the default look. Will you please

do a manual calculation to figure out whether or not SharePoint can do a better calculation? However, a

few users do not like to see them all when they pull a list app on the site’s landing page. They just want

to see a few import columns. (Please remember that we should not create a folder in a list or library

app. I will create a document showing 10 reasons to avoid folders in SharePoint.) A question comes

up if we do not create a folder, the list will be stretched and it is too long. We can set up grouping. See

Figure 36



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Click List on the tab. Find and click List Settings on the ribbon. Find and Click Create View under

Views

It takes you to this window. See Figure 37. Click Standard View.



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In View Name box, for example, type SampleView (Space or no space – it is fine. Prefer a short name).

See Figure 38a. We are going to check and uncheck a few columns, to turn off folders, and to group.

Please remember that you are only able to group a choice column type. You are not able to group a

many choices column type (checkboxes type). See Figures 38b, 38c, 38d, and 38e.



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First we will see the default columns that have been checked from the beginning and the orders of

columns. In this step, we just select a few columns: Project Title (1); Sample Department (2); Project

End Date (3); Project Status (4); Project Assigned to (5). We want to short Project End Date

(Descending order). Then sort Sample Department – ascending order. Also we want to add one column

Created By (6) – we want to see who creates an item. See Figures 38c, 38d, and 38e.

Scroll down the screen to start sorting, grouping and turning off folders. See Figures 38d and 38e. We

first group Sample Department (ascending order), then sort Project Status (ascending order).



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Next, scroll down the screen to find Folders. Turn off this. See Figure 39. Check Show all items

without folders.

Finally, it is done. See Figure 40. If you want to see them all, simply to switch the default view All

Items. If not, you can switch the other view that you created SampleView. Repeat the same steps to

create a few more items to see how this list functions.



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17. How to create a sub site

17.1 Sub Site Overview

There are a few points that SharePoint consultant needs to ask a business owner before setting up

a sub site under a top level site collection:

If a division has several groups or teams, each group will be a sub site. A sub site cannot be

set up if there are not many libraries, lists, and advanced apps.

SharePoint Consultant needs to ask a business owner if sub site A should have a unique

permission or same parent permission.

If a group has a project and, a group leader has to ask SharePoint Analyst (primary

SharePoint Site Admin) whether this project can be a sub site. If a project requires many

libraries and lists, a project site will be setup under a group.

17.2 Steps to create a sub site.

Go to the top level site collection

Click Site Collections on the left Quick Launch. Scroll down the screen. Find and click New

Sub Site under Subsites

Notes: Title name box has no special characters. URL name box has no either special

characters or space.

Template Selection. Select a template: Switch to the tab: Collaboration. Select Team Site.

Permissions: User Permissions: 1) User same permission as parent site; or 2) Use unique

permission. Need to find out from Business Owner or Group Leader



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Navigation Inheritance. Select “Use the top link bar from the parent site

17.3 Configure sub site features

See Section 10.2. Configure & Activate Site Features

18. How to use Issue Log app

Manage your projects with the SharePoint Issue Tracking App.

Is it hard for your team to stay on top of issues? When it comes to helpdesk snafus, customer service

glitches, or hitches with the new website, do you need to keep track of who’s working on which project,

what’s been done so far, and whether the project is still hanging open?

You might consider using the SharePoint Issue Tracking app. It can help you define and categorize

issues, and wrangle them into a manageable heap with a systematic approach.

The Issue Tracking app can be used for customer service problems, helpdesk incidents, website updates,

new tools releases, project management hurdles, or any scenario with a stream of ongoing issues.

a) Click the gear wheel settings. Click Site Contents from the drop down menu. Find and

select Issue Tracking app. For example, name it “IT Issue Tracking”

b) This is your list. There are four columns you need to show on the list: Attachment, Description,

Category & Comments.



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c) Click List on the tab. Find and click List Settings on the ribbon. Click All Issues under Views.

Select the columns and re-order the columns.

d) Click OK.



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e) Review and change any columns you want by clicking on List in the ribbon, and then clicking List

Settings. One column you’ll want to customize is Categories, since it just comes with placeholders,

i.e. Category 1, Category 2, etc. Just select the placeholders and type over them with the names you

want. You’re not locked into three categories; you can delete one or add more.

f) Find and Select Category under Columns.

g) Change the choices in the column Category



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h) Click OK. Once you’ve finished customizing columns and making any other changes you want,

then the list is ready to fill out. Just click New Item, and then fill in the information for each issue.

Now you’re ready to start taming issues.

i) Standout Features: Like other list apps, the Issue Tracking app comes with a handy set of

columns to get you started, and you can customize the app to fit your needs. In addition to logging

the issue owner, due date, and other basic information, there are three features that stand out:



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Issues have a Comments field for a running history. Capture what’s been done so far, such as

troubleshooting steps, results, next steps, additional requests, and so on. The comments include a

timestamp and the person’s name. For example, for a SharePoint Workflow, I logs an issue about the

SharePoint workflow. The Comments section can capture all the input and actions along the way.

Edit an item.

In Related issues box, select an issue, click Add.

In the Comments box, give your comment about the issue.

Click OK

Click View Entries



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You can categorize issues. This makes it easier to group, summarize, view, and report on

issues. The list comes with placeholder categories that you customize and add to if needed.

You can relate issues to each other. Tracking related issues can help you manage issues

efficiently or identify trends. For example, in a Shipping Issues app, you might be tracking a

software problem that caused a shipping glitch, but you might also want to track any

individual customer service issues related to the problem.

Notes: If you want the issue is automatically sent to a person in Assigned to field, you should

use SharePoint Designer to create a workflow.

19. How to connect SharePoint Calendar to Outlook

a) A user has to use IE browser to connect SharePoint Calendar to Outlook. First click Calendar on

Quick Launch

b) The window will pop up a calendar. Find and Click Calendar on tab. Find and Click Connect to

Outlook on the ribbon



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c) It will pop up a window asking: Do you want to allow this website to open a program on your

computer?--> Click “ALLOW”

d) At this time, your outlook is blinking. Switch to your Outlook. The window will pop up asking:

“Connect this SharePoint Calendar to Outlook?” CLICK YES



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e) It will take you to Outlook Calendar. You select which SharePoint Calendar to be connected your

Outlook Calendar. In my case, I have not asked my boss’s permission yet. So I unselect her calendar.



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f) Let’s test. I choose to put my appointment on CBSTEAM Training Site’s calendar.

g) It’s like how you create a new meeting on Outlook calendar.

h) Then you switch to your SharePoint Calendar and refresh. Here it is!



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20. Migration Policy

A request for site migration is submitted through SharePoint Team – Stakeholders, SharePoint Team,

and IT Services.

The SharePoint Team will confirm within a week. The time required to migrate a site depends upon the

number of customized libraries and lists, size of the existing site, and several other factors.

Before migrating, the SharePoint Analyst must perform a detailed audit of existing materials. Dated or

obsolete materials must be removed before migration will begin.

The audit will contain a general list of all items that the site currently contains. Not necessarily at the

document granularity, but at least number of docs, size, and purpose of each library.

Steps of migration:

j) IT Services will create a site, and then SharePoint Analyst and/or SharePoint Team will migrate the

content.

k) Stage 1: Migration has to be finished within one week.

l) Stage 2: After the migration is finished, SharePoint Analyst and/or SharePoint Team (including IT

Services) will do the first UAT within one week.

m) Stage 3: SharePoint Analyst and/or SharePoint Team will report to Site owner that migration is done.

Site owner will do the 2nd UAT within one week.

n) Stage 4: 4th Week - Then the site will be read-only for a week for site owner to review.

o) Finally, the site will be deleted.



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APPENDIX



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I. Special Characters in SharePoint

According to Microsoft, all users should not use special characters for site name, page name, library and

list name.

Please see the source: http://www.hivmr.com/db/k1s8jd9133c93k1mpsajzaf117fcz9d7

Restrictions are placed upon file and folder names in the following ways :

1.The name cannot begin or end with a period

2. The name cannot contain a double period

3. The file name cannot exceed 128 characters in length

4. The folder name cannot exceed 128 characters in length

5.Below mentioned special characters are not allowed,However as a work around you may write an

onitemadding event handler so that when you upload an item you can check the filename for any special

characters via the SP object model and replace it with an underscore(preferably) or a space to make file

uploading possible.

More information For more information about the underscore character (_) in server names, click the following article

number to view the article in the Microsoft Knowledge Base:

325192 Issues after you install updates to Internet Explorer or Windows

Site names, subsite names, or site group names

You cannot use the following characters anywhere in a site name, in a subsite name, or in a site or

Active Directory group name:

o Tilde (~)

o Number sign (#)

o Percent (%)

o Ampersand (&)

o Asterisk (*)

o Braces ({ })

o Backslash (\)

o Colon (:)

o Angle brackets (< >)

o Question mark (?)

o Slash (/)

o Plus sign (+)

o Pipe (|)

o Quotation mark (")

http://www.hivmr.com/db/k1s8jd9133c93k1mpsajzaf117fcz9d7

https://support.microsoft.com/en-us/kb/325192



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You cannot start a site name, a subsite name, or a site group name with an underscore (_) character

or with the period (.) character.

When you create a site name, a subsite name, or a site group name, you cannot use strings that were

already used to name managed paths.

You cannot use the period character consecutively in the middle of a site name, a subsite name, or a

site group name.

You cannot use the period character at the end of a site name, a subsite name, or a site group name.

Folder names

You cannot use the following characters anywhere in a folder name or a server name:

o Tilde

o Number sign

o Percent

o Ampersand

o Asterisk

o Braces

o Backslash

o Colon

o Angle brackets

o Question mark

o Slash

o Pipe

o Quotation mark

You cannot use the period character consecutively in the middle of a folder name.

You cannot use the period character at the end of a folder name.

You cannot start a folder name with a period character.

If you use an underscore character (_) at the beginning of a folder name, the folder will be a hidden

folder.

Additionally, a folder that contains the string "_vti_" is reserved by SharePoint, and isn’t supported.

File names

You cannot use the following characters anywhere in a file name:

o Tilde

o Number sign

o Percent

o Ampersand

o Asterisk

o Braces

o Backslash

o Colon

o Angle brackets



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o Question mark

o Slash

o Pipe

o Quotation mark

You cannot use the period character consecutively in the middle of a file name.

You cannot use the period character at the end of a file name.

You cannot start a file name by using the period character.

If you use an underscore character (_) at the beginning of a file name, the file will be a hidden file.

ile names and folder names may not end with any of the following strings:

o .files

o _files

o -Dateien

o _fichiers

o _bestanden

o _file

o _archivos

o -filer

o _tiedostot

o _pliki

o _soubory

o _elemei

o _ficheiros

o _arquivos

o _dosyalar

o _datoteke

o _fitxers

o _failid

o _fails

o _bylos

o _fajlovi

o _fitxategiak

In addition, file names and folder names cannot start with the “_vti_” string, such as the followings:

o _vti_cnf

o _vti_pvt

o _vti_bin

o _vti_txt

For more information about the restrictions and limitations when you sync SharePoint libraries to your

computer by using OneDrive for Business for SharePoint Server 2013 and SharePoint Online, go to the

following Microsoft Knowledge Base article:

2933738 Restrictions and limitations when you sync SharePoint libraries to your computer through

OneDrive for Business

https://support.microsoft.com/en-us/kb/2933738



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II. Media Organization Site Collection Structure

Media Organization

Travelclick.sharepoint.com/teams/Media Organization

BI, Res, &

Media

(Subsite 1)

Customer

Care

(Sub-site 2)

Media &

Web

Product

MGNT

(Sub-site 3)

Product

Operation

(Sub-site 4)

Web & Media

Operations

(Sub-site 5)

Media

Transformation

(Sub site 6)



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Thank you for your co-operation!