understanding sharepoint site structure what's inside

Benjamin NiaulinPresented at: SharePoint Saturday Ozarks

SharePoint Geek

Understand the structure of a SharePoint Site

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Description

What’s in the box? How do you use it and why? In this session, you will go over the objects that make up a SharePoint Site. When starting in SharePoint, we often don’t realize the importance of our architecture. Should you create a Site per Project or a page per Project? These are questions that will be answered in this session.The goal of this session is to help you understand the tools and features available to you when starting a SharePoint project.

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Benjamin NiaulinSpeaker, Trainer, Consultant, SCRUM MasterBlog

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4 | SharePoint Saturday St. Louis 2012

Housekeeping

• Follow SharePoint Saturday Ozarks on Twitter @SPSOzarks hashtag #SPSOzarks

• Stop by and thank our sponsors for making this event possible!

• Fill out and turn in evaluation forms to be eligible for the end-of-day raffle. You must be present to win.

• Don’t miss “This Modern Station” tonight at Waxy O’Shea’s!

OVERVIEW


Site Collections

What’s a Site Collection? Site

Site

SharePoint Groups | Database | Style Library




Limitations of a Site Collection

Site Collection

Site Collection

Site Collection

Site Collection

Site Collection

xx




Know when to create a new SC

Permission LevelsSite Collection Features ConfigurationShared Style LibraryDatabase (Suggested at 200GB)SharePoint GroupsURL (/Sites/.. Or Explicit)Recycle BinQuotasTemplates, Web Parts, Content TypesDocument IDs



SHAREPOINT SITES


What’s a SharePoint Site

If Site Collections are made of Sites. What is a Site?Think of Sites as boxes, containers

Lists

Libraries




Site Templates

SharePoint Sites are available through different templates

What’s the difference?




Why Create a New Site?

Delegate management to someone else (another team)

Different permissionsNeed to isolate available lists and libraries in the same “box”Some Site Templates come with unique features (blog, Meeting, etc.)Site Features (Content Organizer, etc)

Remember, a Site is a container and NOT a web page



LISTS AND LIBRARIES


What is a List?

Familiar with Excel? Access? Word?A List is essentially very similar to a worksheet or table

But you can easily control what goes in a column




What is a Document Library

It’s the same as a list but for files (documents)




List and Library Templates

Lists and Libraries also have templates

It DOES matter which one you pick.

Each Template comes with it’s little functionality




Need to Know

Try to apply permissions at the List/Library level and not on every folder or filesStay away from folders as much as possible, tag!Watch out with free for all versioningMetadata NavigationSave your list/library as template with or without the content



COLUMNS


Columns and their types

When you create a column it is storedin the list/library where you create itEvery type of column has it’s useKnow when to use the right oneViews will be created based on thecolumnsWorkflows can be created, triggered bythe right column informationSharePoint allows for Column Validation




Reuse your Columns!

If you create columns from your lists/libraries they are stored in them. And thus, are not reusable.I recommend using “Site Columns” whenever possible to be able to reuse them.Site Columns are available to subsites – best to create at the root




Columns vs Site Columns – Huh?

List/Library ColumnFast to createNot reusableDoes not permit cross site lookupNot always available in CQWP (Content Query WP)Easy to use for Power User

Site ColumnReusable!Cross-Site lookup columnAlways available in the CQWPCan organize them by “groups”Very useful to provide advanced solutions with SharePoint Foundation



CONTENT TYPES


What’s a Content Type?

Reusable set of columns used together that defines a type of content in your organizationDocument Templates to be used with specific metadataDocument Policies (Retention, Audit, Labels, Barcodes)Document Information Panel (Form in Office Documents that allows you to enter Column Information)Helps reunite content spread in multiple libraries togetherHelps having different columns in the same list/libraries, so different content but same list/library features enabled




Should you use Content Types?

Try to use Content Types as much as possible where it makes senseCreate them at the root of your Site Collection to make them available in Sub Sites




Content Type Settings




SharePoint Page

What’s the difference between a Site and a Page?To SharePoint, a page is nothing more than another document.

Just another file that ends in .aspx instead of .docxBrowser you are in happens to be what shows pages so you stay in SharePoint to see them

Where do documents go in SharePoint?Used to show information to the visitor




Different Types of Pages

Wiki Page“Wiki”= QuickUsed to quickly create and link contentUse [[

Publishing PageUses predefined Page Layouts for designAllows Metadata (Columns) in the layout

Web Part PageOnly allows for Web Parts on the pageRemoves the Quicklaunch for a full width page




Use them!

Instead of create a new site, think of pages and viewsHelps you stay in the same site, access lists and libraries but show different perspectives to different visitorsList and Library Views = Pages

Take advantage!



WEB PARTS


What’s a Web Part?

Familiar with Apple “App Store”?Think of it the same way, SharePoint has “apps” or web parts that have a job to do




Understanding Web Parts

They have a job to do, but stay on the page you put them. It cannot interact with Web Parts on other pagesCan work together as “connections” to get you dynamic content. Ex: Use one list to filter another listCan use “Audiences” to set who should see this Web PartThere are many available online or you can develop some based on your requirements




My Favorite Web Parts

Content Query Web Part!!Content Editor Web PartNote Board Web PartRSS Viewer Web PartFilter Web PartsSearch - Core Results Web PartChart Web Part - Sometimes




THANK YOU!

KEEP IN TOUCH ON TWITTER @BNIAULIN

Benjamin Niaulin




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