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Meeting #110http://sharepointmn.com
Welcome to the Minnesota SharePoint
User GroupFebruary 12th, 2014
You Just Inherited a SharePoint Site!
Donald Donais
Donald Donais
Meeting #110http://sharepointmn.com
Agenda• MNSPUG Info• SharePoint Basic Information• Discovery Process When Inheriting a Site• It's The End of the World, XYZ Was Deleted!• Changing Existing Structure To Something Better!• Site Owner Gotcha’s• Because We Don’t Know Everything, Training!
Meeting #110http://sharepointmn.com
User Group Goal / Objectives
Develop and support a local community focused on Microsoft SharePoint Technologies
• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions
Meeting #110http://sharepointmn.com
MNSPUG Sponsors
Wrox Press (www.wrox.com)
O’Reilly (www.oreilly.com)
Dedicated Sponsors
Avtex (www.avtex.com)
Microsoft (www.microsoft.com)
Annual SponsorBenchmark Learning (www.benchmarklearning.com)
SharePoint User Group Support
softwareOne(www.softwareone.com)
Media Sponsor
Meeting #110http://sharepointmn.com
MN SharePoint Users Group Website• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information
• http://sharepointmn.com• Email: sharepoint@sharepointmn.com
Meeting #110http://sharepointmn.com
Social Networking• Linked In group – The most interactive… includes job postings…
Post Job Posting on the Jobs Discussion page http://www.linkedin.com/groups?gid=1878792
• Twitter tags - @MNSPUG and #MNSPUG• Yammer – Minnesota SharePoint Users Group
https://www.yammer.com/mnspug/
Meeting #110http://sharepointmn.com
Upcoming Schedule• Next Meeting
March 12th 9:00 AM to 11:30 AM Recap of the SharePoint Conference 2014 Event
• Are you going to SPC2014? Interested in giving the group a report? sharepoint@sharepointmn.com Microsoft Technology Center Check www.SharePointMN.com for updates!
• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center - Edina
Meeting #110http://sharepointmn.com
Local and Online EventsMicrosoft Webcast Calendar of Eventshttps://msevents.microsoft.com/CUI/default.aspx?culture=en-US
SharePoint Conference 2014 – March 3-6th 2014 , The Venetian, Las Vegas, Nevadahttp://sharepointconference.com/ -
SharePoint Saturday Twin Cities – April 5th 2014 , Normandale Community College, Bloomingtonhttp://www.spstc.com/
24-Hour SharePoint Conference – April 16th 2014 , Only Available Online!https://www.sp24conf.com/SitePages/Home.aspx
TechFuse 2014– April 22nd 2014 , Minneapolis Convention Centerhttps://www.sp24conf.com/SitePages/Home.aspx
TechEd 2014 – May 12th-15th, Houston, TXhttp://northamerica.msteched.com/#fbid=WFn6L66avnc
Anything Else?
Meeting #110http://sharepointmn.com
SharePoint Conference 2014• SharePoint Conference Yammer Group
https://www.yammer.com/mnspug Connect with Others Going to Conference Upload Pictures from the Event
• Let Us Know You Will Be There Looking for People To Talk About Experience March MNSPUG – SPC14 Recap meeting
Meeting #110http://sharepointmn.com
Evaluations & Giveaways!
Meeting #110http://sharepointmn.com
MNSPUG Extras
Meeting #110http://sharepointmn.com
SharePoint News• SharePoint Technology Conference SPUG Discount
April 22-25, 2014 in San Francisco $200 Discount when enter SPUG promo code
• Microsoft Names New CEO Satya Nadella named new CEO for Microsoft http://bit.ly/1d33Gc7
• Microsoft SkyDrive is now OneDrive OneDrive and OneDrive for Business http://bit.ly/1f20jyG
• The Fate of InfoPath is Revealed Continued Support for InfoPath Until 2023 Sneak Peek at SPC2014 http://bit.ly/1ea55Jg
Meeting #110http://sharepointmn.com
Who Should You Be @Following?• Dux Raymond Sy – SharePoint MVP & Customer Strategy &
Solutions @meetdux
• Wendy Neal – SharePoint Consultant, Developer, Branding, User Empowerment @SharePointWendy
Meeting #110http://sharepointmn.com
Presenter
Meeting #110http://sharepointmn.com
Donald Donais• SharePoint
Consultant/Solutions Architect
• Father: Girl (12) & Boy (9) • Drummer for Cover Band• @dondonais• http://talesfromitside.wordp
ress.com
Introductions
Meeting #110http://sharepointmn.com
The Basics
Meeting #110http://sharepointmn.com
Background Info First• Basic SharePoint Structure• Content Consistency• Difference Way Than Folders• Anatomy of a SharePoint Web Page• Permissions!
Meeting #110http://sharepointmn.com
Basic SharePoint Structure
Top Level Site
Sub-Sites
HR Collab
Sales Collab
ABC.com/collaborationTop Level Site
Sub-Sites
HR Sales
ABC.com
Doc Library Task List
Documents Tasks
Benefits Pre-Sales
Meeting #110http://sharepointmn.com
Recap• Site Collection: Collection of sites made up of a Top-Level site and
sub-sites.• Site: Site is used to break up your content into logical groupings.• Library: Content area within a site to store documents.• List: Content area within a site used to store data (think Excel or
table from database).• Document: Word, Excel, PowerPoint, OneNote, PDF, Media . . .• Item: Event, Task, Contact . . .
Resource: Overview of Site Collection & Sites in SP 2013 http://bit.ly/1iGOHp5
Meeting #110http://sharepointmn.com
Site Consistency
Why Do You Need Site Consistency?
Governance
FindabilityProductivity
Searchability
Organization
Meeting #110http://sharepointmn.com
Ways To Maintain Consistency• Templates
List and Library Site
• Metadata (a.k.a Columns)• Content Types
Meeting #110http://sharepointmn.com
Sites, Library & List Templates• Out of the Box Templates are Built for a Specific Purpose
Team Site = Collaboration Site for Department or Project Publishing Site = SharePoint Publishing Features Document Library = Holds Documents Calendar List = Displays Events that are Happening
• Custom Templates Custom Site Templates – You Choose!
• Lists, Libraries, Web Parts on Home Page, Branding . . . Custom Lists & Libraries
• Content Types, Custom Columns, Views . . . Site Collection Admin Manages These Templates
Meeting #110http://sharepointmn.com
Options for Templates• SharePoint 2007
Sites: http://bit.ly/1obkr9b Lists & Libraries: http://bit.ly/1f9RNhf
• SharePoint 2010 Sites, Lists & Libraries: http://bit.ly/1fTYhCg
• SharePoint 2013 Sites: http://bit.ly/1iGOHp5 List & Libraries: http://bit.ly/1aO6YAJ
Meeting #110http://sharepointmn.com
Did You Hear About?• Every Hear About the FAB 40?• Set of Templates for SharePoint 2007 & WSS 3.0• Options Included
Inventory Tracking Knowledge Base Absence Request & Vacation Schedule Mgt Classroom Management
Danger Will Robinson!
Meeting #110http://sharepointmn.com
What Is Metadata?
What is the difference?
Meeting #110http://sharepointmn.com
You Already Do Metadata!Defined In Terms of
Fruit
Season
Type
Uses
Taste
Meeting #110http://sharepointmn.com
Adding Metadata• “Local” Columns
Found at the Library or List• Site Columns
Found at the Site Level Higher Level Site Columns Available in Sub-sites
• Global Metadata – Term Store Available in SharePoint 2010/2013 Standard & Enterprise Version Create Term Store Component Then Attach to Column
Meeting #110http://sharepointmn.com
Content Type• Defined as “Types of Content”
Media Documents Contacts Pages . . .
• Many Out of the Box Content Types Document CT Event CT Article Page CT Item CT
• Wrapping Other Elements Site Columns Workflows Templates
Meeting #110http://sharepointmn.com
Content Types Distributed• Top Level Site Content Types
Available Within All Sites of the Site Collection• Across Site Collections
Content Type Hub SharePoint 2010/2013 Separate Site Designated at Content Type Hub
Plan
Create Site
Columns
Create Content Types
Associate to
Library or List
Creating Content Types
Meeting #110http://sharepointmn.com
Different Way Than Folders• Metadata Is Key• List and Library Views Make Life Easier
How Do You Want Your Information?• Personal Views
Anyone with Read Access Can Create Only Creator Sees
• Public Views Created by Site Owner Anyone with Read Access Can Access
Meeting #110http://sharepointmn.com
View Options• Columns
Display Specific Columns in Any Order
• Sorting By Columns and By Two Levels
• Filter By Columns and Multiple Levels Rules: Is Equal To, Is Not Equal To,
Contains, Greater Than . . . Conditions: And/Or [Me] or [Today]
• Group By By Columns and Two Levels
• Totals Calculating Sum, Min, Max,
Total, Average, Count for Field• Styles
Displaying Information Differently
Shaded/Preview Pane• Folders
To Show Folders or Not to Show Folders
Meeting #110http://sharepointmn.com
Anatomy of a SharePoint Page• Publishing Pages
Web Part Zones• Used to Add Web Parts/App
Parts To Page• Easily Move Web Parts from
Zone to Zone• Designated by Name: Header,
Top Left, Top Right, etc. Web Parts/App Parts
• Customizable Window Into SharePoint List or Library Content
Publishing Features Associated
Meeting #110http://sharepointmn.com
Anatomy of a Page - Continued• Wiki Type Pages
Collaboration Home Pages or Wiki Library/Site Pages
Edit Right in the Web Page
Text Layouts (2010 & 2013)
Add Web Parts/App Parts Directly On Page
Publishing Feature No Associated
Meeting #110http://sharepointmn.com
Permissions!
ABC.com
Human Resources
(Pub Site)
Benefits (Library)
PTO Policy (Doc)
Sales IT
• Permissions are Inherited Out of the Box Inherited = Parent & Child
Have Same Permissions Within the Site Collection
• Top – Down Effect Through All Elements Sites, Libraries/Lists,
Documents/Items• Breaking Inheritance
Can Be Broken At Any Level Parent Changes Are Not
Reflected in Child
Meeting #110http://sharepointmn.com
Best Practices With Permissions
Active Directory Group
SharePoint Group
ApplySecurity
Meeting #110http://sharepointmn.com
Break
Meeting #110http://sharepointmn.com
Discovery Process When Inheriting a Site
Meeting #110http://sharepointmn.com
Looking Around The Site• View All Site Content/Site Content Is
Your Friend Displays Libraries/Lists and Sub-Sites Displays the Item Counts Displays Last Modified
• Site Web Analytics/Most Popular 2007 & 2010
• Page Views, Unique Visitors, Page View per Day – Good Reports
2013• Document Library – Most Popular
Items• Detailed Reports With Excel
Meeting #110http://sharepointmn.com
Site Settings• Features Can Be Enabled at Site Level
Site Actions/Settings > Site Settings > Site Actions Section> Manage Site Features
Suggest Talking with Administration What Should Have• Custom Site Columns & Content Types
Site Actions/Settings > Site Settings >Galleries Section Custom Groups Look for “Source” = Your Site Name
Meeting #110http://sharepointmn.com
Library or List Settings• Content Types
Section Not Available By Default If Not Seen, Then Using Default Content Type
• Columns Local Columns Will Display “Used In” As Document Content Type Columns Associated to Content Type will Display Content Type Name
• Views Will Only See Public Views
• Manage Files Without Checked In Version Files Without Required Metadata Files Uploaded and Not Checked In
Meeting #110http://sharepointmn.com
Tools for SharePoint Permissions (SharePoint 2010 – 2013)• View Group Permissions
Use to View Permission Assignments of Group Within Site Collection
Group > Settings > View Group Permissions
Meeting #110http://sharepointmn.com
Tools for SharePoint Permissions• Check Permissions
Check Permissions for User or Group
Found Site, Library/List, Document/Item Permissions
• Show Uniquely Secured Content A.K.A. – Broken Inheritance Links to Areas That Have
Unique Permissions
Meeting #110http://sharepointmn.com
It’s The End Of The World, XYZ Was Deleted!
Meeting #110http://sharepointmn.com
SharePoint Recycle Bin• All Versions Have Two Stage Recycle Bin• Stage 1 – Site Level Recycle Bin
Retained for 30 Days – Default Setting End Users Can Recover During This Time Site Owner Can See All Can Restore and Delete from Site
Recycle Bin• Stage 2 – Site Collection Level Recycle Bin
Retained for 30 Days – Default Setting Only Site Collection Administration Can
Recover Only Site Collection Can See All Deleted
• Document, Items and Even Library/Lists Recoverable
Meeting #110http://sharepointmn.com
Changing Existing Structure To Something Better
Meeting #110http://sharepointmn.com
Local Navigation Changes• Local Navigation/Quick Launch/Left Hand
Navigation• Used to Display More Content Than Home Page• By Default Organized by List, Library, and
Pages• Best to Use Headers to Aggregate Content• Options Include
Site Settings > Look and Feel Section > Navigation
Add Heading Moving Links Hiding Links Add Link
Meeting #110http://sharepointmn.com
Easing The Pain of the View• Most Organization Live and Die on Folders• Folders Can Be Used For:
Permissions Storage for Large Libraries
• Folders Also Increase the Length of the URL Time Consuming To Get In and Out Another Level of Permissions Nightmares
• Need to Ease the Pain of Using Views Create Admin View to Upload Into Folders Everyone Else Sees the Non-Folder View Using Group By
Meeting #110http://sharepointmn.com
Quickly Add Metadata• Column Default Value Settings
SharePoint 2010 & 2013 Sets Default Value On a
Folder Documents Tagged
Automatically with Default Value
• Datasheet View or Quick Edit SharePoint 2007-2010
Datasheet View SharePoint 2013 Quick Edit Edit The Columns Within
That View In The Browser
Meeting #110http://sharepointmn.com
Before After
Use of Views to Group Content
Meeting #110http://sharepointmn.com
Moving From Folders To MetadataName SharePoint Entity Description
Executive Team Team Site Collaboration site for Executive members
E-Team Processes SharePoint Library Word & PowerPoints are stored within library
Document Category Custom Choice Field Choices: Brainstorming, Process Improvement, New Processes
Priority Custom Choice Field Choices: High, Medium, Low
Management Reports SharePoint Library Excel & PowerPoints are stored within library
Document Category Custom Choice Field Choices: Budgets, Revenue, Sales by Sales Exec, Pipeline
Quarter Custom Choice Field Choices: Q1, Q2, Q3, Q4
Translates To
Meeting #110http://sharepointmn.com
Site Owner Gotcha’s
Meeting #110http://sharepointmn.com
SharePoint Views & Default Columns• Create A New View And Want To Add Web Content To Page
Site Owners Have Added Content Editor Web Part To View This Will Break Built Features
• 2007 Menu Disappears In Library/List• 2010 & 2013 Ribbon Disappears Library/List
Alternative• Create New Page in Site, Then Add Content & List View Web
Part• Do Not Rename Default Columns
Popular to Rename Title Default Column This Will Break When Migrating To New Version of SharePoint
Meeting #110http://sharepointmn.com
URL vs. User Friendly Addresses• URL Friendly Address
Refers To The Address Bar A “Space”, In a Title Translates Into %20 General Rule: No Spaces, Special Characters, Capital Letters Address Bar Can Only Hold 256 Characters – Make Them Count
• User Friendly Address Refers To What End Users See Utilize Spaces and Capital Letters
• Creating Lists, Libraries, Views, Content Types, Columns Step 1: URL Friendly Address Step 2: Change to User Friendly Later
• Only Exception – Sites Give Option for User Friendly and URL Friendly
Meeting #110http://sharepointmn.com
Web Parts Close vs. Delete• Closing Web Part
Web Part is Still Running In Page Background• Delete Web Part
Removes Web Part From The Page Permanently (No Recycle Bin)• Publishing Pages – Which Have Web Part Zones
Allow You To Close and Delete• Collaboration/Wiki Pages – Do Not Have Web Part Zones
Allow You To Delete Only• Web Part Maintenance Page
Allows Closed Web Parts To be Managed http://sharepoint.company.com/pages/default.aspx?contents=1
Meeting #110http://sharepointmn.com
Because We Don’t Know Everything, Training!
Meeting #110http://sharepointmn.com
Paid Recommendation• SharePoint Training Organizations• Specialize In Site Owner or Power Users Training• Hands On Labs Give The Ability to Retain• Suggestions for Classes Include
Benchmark Learning• 50547B Microsoft SharePoint 2010 Site Collection & Site Administration• 55033 SharePoint 2013 Site Collection and Site Administration
MindSharp• 2010 Power End-User• 2013 Power End-User• SharePoint 2013 for Site Owners
Lynda.Com
Meeting #110http://sharepointmn.com
Free Training Options• Office.Microsoft.com
Training Is Found In Support Area Many Free Training Topics Across 2007 – 2013 Versions The Following URL Will Display Site Owner Topics For All Versions http
://office.microsoft.com/en-us/support/results.aspx?qu=site%20owner&ex=2&filter=1&av=osu
• MN SharePoint Users Group• SharePoint Saturday Twin Cities
http://www.spstc.com
Meeting #110http://sharepointmn.com
Special Thanks for Ideas!• Tamara Bredemus• Lori Breit• Michelle Gilbert• Sarah Haase• Mary Houle• Sue Stauner-Roloff• Donna Stundahl• Liz Sundet• Julie Tholen
Meeting #110http://sharepointmn.com
Last But Not Least• Please Fill Out Evaluations• Drawings for Giveaways• Today’s Presenters:
• Donald Donais Thanks for coming!