meeting #133 welcome to the minnesota sharepoint user group january 13 th, 2016 how sharepoint can...

Meeting #133http://sharepointmn.com

Welcome to the Minnesota SharePoint

User GroupJanuary 13th, 2016

How SharePoint Can Be Used In Your Organization

Don Donais

Donald Donais


Agenda• MNSPUG Information• Getting To Know You!• SharePoint Basic Terminology• SharePoint High Level Features• BREAK• Working with Content• Having Consistency• Understanding SharePoint Permissions• Last Thoughts!• Giveaways


User Group Goal / Objectives

Develop and support a local community focused on Microsoft SharePoint Technologies

• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions


MNSPUG Sponsors

Wrox Press (www.wrox.com)

O’Reilly (www.oreilly.com)

Dedicated Sponsors

Avtex (www.avtex.com)

Microsoft (www.microsoft.com)

Annual Sponsor

Sponsorships Levels:• Gold Sponsorship -

$500• Silver Sponsorship -

$250

SharePoint User Group Support

Atomic Data (http://www.atomicdata.com)

http://www.wrox.com/

http://www.oreilly.com/

http://www.avtex.com/

http://www.microsoft.com/

http://www.atomicdata.com/

http://www.atomicdata.com/


MN SharePoint Users Group Website• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information

• http://sharepointmn.com• Email: [email protected]

mailto:[email protected]



Social Networking• Linked In group – The most interactive… includes job postings…

Post Job Posting on the Jobs Discussion page http://www.linkedin.com/groups?gid=1878792

• Twitter tags - @MNSPUG and #MNSPUG• Yammer – Minnesota SharePoint Users Group

https://www.yammer.com/mnspug/

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




Upcoming Schedule• Next Meeting

February 10th, 2016 – Member User Case Studies Microsoft Technology Center, Edina, MN Check www.SharePointMN.com for updates!

• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina

We Need Your Help!

Looking for MNSPUG members to “Show and Tell” what you have implemented for your organizations in SharePoint. Contact

[email protected] if interested by Jan 22nd.

http://www.sharepointmn.com/



Local and Online EventsMN Women in SharePoint – January 19th, 2016 at Uptown Tavern, Minneapolis, MNhttps://www.yammer.com/minnesotawomeninsharepoint/

Twin Cities Office 365 Adoption User Group – January 20th, 2016 at Microsoft Technology Center, Edina, MN from 12 – 3 p.m.Registration: http://aka.ms/beyondthecloud

Minnesota SharePint – February 18th, 4-6 p.m. at Joe Senser’s in Bloomington

SharePoint Saturday Twin Cities – April 23rd, 2016 at Normandale Community College, Bloomington, MN http://spstc.com

Anything Else?

https://www.yammer.com/minnesotawomeninsharepoint/

https://www.yammer.com/minnesotawomeninsharepoint/

http://aka.ms/beyondthecloud

http://aka.ms/beyondthecloud

http://spstc.com/


Evaluations & Giveaways!


Presenter


Donald Donais• Solutions Architect – Portals• Family: Kelli (Wife), Mackenzie (14), & Mitchell (11)• Twitter: @dondonais• LinkedIn: http://www.linkedin.com/in/ddonais/• Email: [email protected]• Blog: http://talesfromitside.wordpress.com• Drummer: When I am not working!


Mentors for Today!Jacque AndersonBeth BeckTamara BredemusSarah HaaseLiz SundetEdith Young


Group Time!• Organize Into Small Groups• Best if from Same Company• Online Members Suggestions

Get In the Same Room Instant Message Use the MNSPUG Yammer Group

• Create a discussion thread for your group• Mentors Are Available Throughout the Meeting• Online Members

Use the GoToWebinar Chat to ask questions of the Mentors


Getting to Know You!


Which Version are You Currently Using?• SharePoint 2007• SharePoint 2010• SharePoint 2013• SharePoint Online• I am not quite sure!

** Online Participants – Please use the GoToWebinar Poll to answer question!


What Is Your SharePoint Role?• I Just Use SharePoint On My Team• I am a SharePoint Site Owner/Power User• I Work in the SharePoint Server as an Administrator• I Develop Application for SharePoint

** Online Participants – Please use the GoToWebinar Poll to answer question!


Group Activity (5 Minutes)• Within Your Group Or Individually Come Up With

1. What Business Needs Are You Looking for SharePoint to Help With?

2. Whittle Down Your List to Top 2-33. Appoint a Representative to Communicate for the Group4. Online Participants – Please Use Chat to Communicate Your

Business Needs


SharePoint Basic Terminology


SharePoint Structure• Site Collection = Collection of

Sites• Top Level Site = Top most site

of site collection – a.k.a Parent Site

• Sub-Sites = Child Site• Library (App) = Store

Documents• Lists (App) = Store Items• Documents = Office, PDF,

Media, etc.• Items = Event, Task, Contact,

Custom, etc.


Anatomy of a SharePoint Page - Publishing• Web Part Zones

Used to Add Web Parts/App Parts To Page

Easily Move Web Parts from Zone to Zone

Designated by Name: Header, Top Left, Top Right, etc.

• Web Parts/App Parts Customizable Window Into

SharePoint List or Library Content

• Publishing Features Associated


Anatomy of a Page – Collaboration/Wiki Pages• Collaboration Home Pages

or Wiki Library/Site Pages• Edit Right in the Web Page• Text Layouts (2010 & 2013)• Add Web Parts/App Parts

Directly On Page• Publishing Feature No

Associated


SharePoint Recycle Bin• All Versions Have Two Stage Recycle Bin• Stage 1 – Site Level Recycle Bin

Retained for 30 Days and SPO 93 Days – Default Setting

End Users Can Recover During This Time Site Owner Can See All Can Restore and Delete from Site Recycle

Bin• Stage 2 – Site Collection Level Recycle Bin

Retained for 30 Days and SPO 93 Days – Default Setting

Only Site Collection Administration Can Recover

Only Site Collection Can See All Deleted• Document, Items and Even Library/Lists

Recoverable


SharePoint High Level Features


Document Management• Versioning

Documents and Items Major and Minor Versioning Limit # of Versions Kept Up to 2013 – Whole Versions Kept

• Check-Out One Contributor at a Time Allows User to be Notified When

Checked In• Content Approval

Built In mini-Workflow Owners/Approvers Approval

Needed


Custom List/Form• SharePoint List Have Built In

Form• Display All Columns Associated

to the List or Content Type• Allows a Quick Way to Get

Information into List• Exportable into Excel• Very Simple Features• Use Multiple Content Types to

Get More Functionality


SharePoint Workflow• Out of the Box Workflows

Minimal Configuration Very Focused Workflows Example: Approval

Workflow only Approves• SharePoint Designer

Workflows More Complicated

Workflows Allow Step by Step

Definition 2010 & 2013 Can Use Visio

Pro to Configure


SharePoint Search• Allows Content To Be

Displayed Based on End User Request

• SharePoint Search Index Properties and Internal Content

• Different Experience Per Version 2007 – Not Very

Reliable 2010 - Getting Better

Added Refinement Panel

2013 – User Relevance and Improved Refinement Panel

Future – Delve?


Office Online/Office Web App• Office Products in the Browser

Including Word, Excel, PowerPoint and OneNote

• Ability to Read or Edit Based on Permissions

• Support Multiple Browser Types Including IE, Chrome, Firefox and Safari

• Support Co-Authority• Supports Touch and Mobile• SPO - Integration with Yammer

Enabling Conversations Around Collaboration



1. What type of content will need to be stored within your SharePoint environment?

2. What basic features would you need to support your group using SharePoint?


Break


Working with Content


What Is Metadata?

What is the difference?


You Already Do Metadata!

Defined In Terms of

Fruit

Season

Type

Uses

Taste


Adding Metadata• “Local” Columns

Found at the Library or List• Site Columns

Found at the Site Level Higher Level Site Columns

Available in Sub-sites• Global Metadata – Term Store

Available in SharePoint 2010/2013

Standard & Enterprise Version

Create Term Store Component Then Attach to Column


List and Library/App Views• Metadata Is Key• List and Library Views Make Life Easier

How Do You Want Your Information?• Personal Views

Anyone with Read Access Can Create Only Creator Sees

• Public Views Created by Site Owner Anyone with Read Access Can Access


View Options• Columns

Display Specific Columns in Any Order• Sorting

By Columns and By Two Levels• Filter

By Columns and Multiple Levels Rules: Is Equal To, Is Not Equal To,

Contains, Greater Than . . . Conditions: And/Or [Me] or [Today]

• Group By By Columns and Two Levels

• Totals– Calculating Sum, Min, Max,

Total, Average, Count for Field• Styles

– Displaying Information Differently

– Shaded/Preview Pane• Folders

– To Show Folders or Not to Show Folders


Quickly Add Metadata• Column Default Value Settings

SharePoint 2010 & 2013 Sets Default Value On a Folder Documents Tagged

Automatically with Default Value

• Datasheet View or Quick Edit SharePoint 2007-2010

Datasheet View SharePoint 2013 Quick Edit Edit The Columns Within That

View In The Browser


Before AfterUse of Views to Group Content


Moving From Folders To MetadataName SharePoint Entity Description

Executive Team Team Site Collaboration site for Executive members

E-Team Processes SharePoint Library Word & PowerPoints are stored within library

Document Category Custom Choice Field Choices: Brainstorming, Process Improvement, New Processes

Priority Custom Choice Field Choices: High, Medium, Low

Management Reports SharePoint Library Excel & PowerPoints are stored within library

Document Category Custom Choice Field Choices: Budgets, Revenue, Sales by Sales Exec, Pipeline

Quarter Custom Choice Field Choices: Q1, Q2, Q3, Q4

Translates To


Best Practices - SharePoint Views & Default Columns• Create A New View And Want To Add Web Content To Page

Site Owners Have Added Content Editor Web Part To View This Will Break Built Features

• 2007 Menu Disappears In Library/List• 2010 & 2013 Ribbon Disappears Library/List

Alternative• Create New Page in Site, Then Add Content & List View Web Part

• Do Not Rename Default Columns Popular to Rename Title Default Column This Will Break When Migrating To New Version of SharePoint



1. Based on the previous activity (decide what content needs to be stored in SharePoint), how would you organize your information using the followinga. Lists/Library Appsb. Metadata Need within Lists/Library Appsc. Views

**Please limit yourself to 1-2 pieces of content


Having Consistency


Sites, Library & List Templates• Out of the Box Templates are Built for a Specific

Purpose Team Site = Collaboration Site for

Department or Project Publishing Site = SharePoint Publishing

Features Document Library = Holds Documents Calendar List = Displays Events that are

Happening• Custom Templates

Custom Site Templates – You Choose!• Lists, Libraries, Web Parts on Home Page,

Branding . . . Custom Lists & Libraries

• Content Types, Custom Columns, Views . . .

Site Collection Admin Manages These Templates


Local Navigation• Local Navigation/Quick Launch/Left Hand

Navigation• Used to Display More Content Than Home Page• By Default Organized by List, Library, and Pages• Best to Use Headers to Aggregate Content• Options Include

Site Settings > Look and Feel Section > Navigation

Add Heading Moving Links Hiding Links Add Link


Content Type• Defined as “Types of Content”

Media Documents Contacts Pages . . .

• Many Out of the Box Content Types Document CT Event CT Article Page CT Item CT

• Wrapping Other Elements Site Columns Workflows Templates



1. How would you structure your local navigation to support your content?

2. Define 1 Site template in terms of:a. List and Library (Apps) neededb. Home Page content needed


Understanding SharePoint Permissions


Permissions!ABC.com

Human Resources

(Pub Site)

Benefits (Library)

PTO Policy (Doc)

Sales IT

• Permissions are Inherited Out of the Box Inherited = Parent & Child Have

Same Permissions Within the Site Collection

• Top – Down Effect Through All Elements Sites, Libraries/Lists,

Documents/Items• Breaking Inheritance

Can Be Broken At Any Level Parent Changes Are Not

Reflected in Child


Best Practices With Permissions

Active Directory Group

SharePoint Group

ApplySecurity


Tools for SharePoint Permissions (SharePoint 2010 – 2013)• View Group Permissions

Use to View Permission Assignments of Group Within Site Collection

Group > Settings > View Group Permissions


Tools for SharePoint Permissions• Check Permissions

Check Permissions for User or Group

Found Site, Library/List, Document/Item Permissions

• Show Uniquely Secured Content A.K.A. – Broken Inheritance Links to Areas That Have

Unique Permissions


Last Thoughts!


URL vs. User Friendly Addresses• URL Friendly Address

Refers To The Address Bar A “Space”, In a Title Translates Into %20 General Rule: No Spaces, Special Characters, Capital Letters Address Bar Can Only Hold 256 Characters – Make Them Count

• User Friendly Address Refers To What End Users See Utilize Spaces and Capital Letters

• Creating Lists, Libraries, Views, Content Types, Columns Step 1: URL Friendly Address Step 2: Change to User Friendly Later

• Only Exception – Sites Creation Gives Option for User Friendly and URL Friendly


Web Parts Best Practices• Closing Web Part

Web Part is Still Running In Page Background• Delete Web Part

Removes Web Part From The Page Permanently (No Recycle Bin)• Publishing Pages – Which Have Web Part Zones

Allow You To Close and Delete• Collaboration/Wiki Pages – Do Not Have Web Part Zones

Allow You To Delete Only• Web Part Maintenance Page

Allows Closed Web Parts To be Managed http://sharepoint.company.com/pages/default.aspx?contents=1


Last But Not Least• Please Fill Out Evaluations• Drawings for Giveaways• Online Participants Eval

http://1drv.ms/1ctXdcB• Today’s Presenters:

• Don Donais

Thanks for coming!

http://1drv.ms/1ctXdcB

http://1drv.ms/1ctXdcB