SHAREPOINT:HINTS AND TIPS FOR THE BEGINNERHAROLD GALE MCSA MCTS

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TRISTATE SHAREPOINT USER GROUP

• Meet right here in the Microsoft office

• 2nd Tuesday of the month

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• More Info: www.TriStateSharePoint.org

BACKGROUND

• Working with SharePoint since 2008

• Moving from SharePoint 2007 to 2013

• Assisted in a half dozen small deployments

• 8th SPS Philly

• 1st time speaking

WHO THIS IS FOR

• Beginning SharePoint admins, Site admins, Farm admins

• Network/System administrators

• General Users

DISCLAIMERS

• These are tips and tricks.

• Your business requirements may differ.

• Please don’t tell your sysadmin these have to be done or

required.

• Every SharePoint installation is different.

TIP1: GOVERNANCE

A GOOD PLAN SHOULD CONTAIN

• Vision statement

• Roles and responsibilities

• Guiding principles

• Governance policies and standards:

Information governance

Customization

Security

Operations

Lifecycle Management

• Training

ADDED NOTES

• What is governance in SharePoint 2013

http://go.microsoft.com/fwlink/?LinkId=331051

• Governance model for SharePoint Server 2010

http://www.microsoft.com/en-

us/download/details.aspx?id=13594

• SharePoint Governance Policies, Plans, and Documents Listing

http://www.rharbridge.com/?page_id=726

TIP 2: SITE COLLECTION OR SUBSITES

PROS

• Independent of other site

collection resources

• Can be used to define

departments, floor, country, etc.

• Phased upgrade paths

• Better SQL performance

CONS

• Not easy to share data across

sites

• Navigation is more difficult

• Solutions need to be

deployed per collection

SITE COLLECTION

• Easier to share data across

site collection

• Navigation is easier

• Common branding

• Easier to back up

• Restoring content means

whole collection is down

• Slower performance as site

grows

• Can’t move subsites to new

location

SUBSITES

PROS CONS

Site Collection:• Divisions

• Floors

• Country

• Projects

• Regulations

Subsites:• Small companies

• Department

• Aggregate data

• Highly customized permissions

• Regulations

ADDING A NEW SITE COLLECTION

ADDING A SUBSITE

HINT: WORK WITH THE SYSADMIN

Active Directory

Filing cabinetDrawers

FoldersPapers

Information

• Security Groups

• User Accounts

• OU’s

• Group Policy

• Delegation

TIP 3: ASK FOR A SHAREPOINT OU

• Create an OU for SharePoint

• Create a FarmAdministrator Group

• Delegate SharePoint OU to FarmAdministrator Group

• Create a console (Not in scope of session.)

DEMO

TIP 4: CREATE CUSTOM GROUPS

By default SharePoint only checks AD every 24 hours.

Use the PowerShell script to change it to 1 minute.https://www.vioreliftode.com/index.php/active-directory-security-groups-and-

sharepoint-claims-based-authentication/

TIP 5: GROUP POLICY

Apply either at User or Computer

• You need to add your SharePoint site to the intranet for content

to be displayed properly and use auto logon

• Once you have create apply to the User or Computer OU as

needed.

• You may need to work with your sysadmin

DEMO

TIP 6: KNOW YOUR

SHAREPOINT

VERSION

https://technet.microsoft.com/en-us/library/jj819267.aspx#bkmk_FeaturesOnPremise

TIP 7: SERVICE

ACCOUNTS

DEMO

TIP 8: UPDATING

TIP 9: DON’T RENAME DEFAULT COLUMNS

TIP 10: USE VIEWS

• List views are limited to 5000 returns

• URL length limit of 260 characters

• Moving file causes link change

• Duplicate files

• A file can only belong to 1 folder

• A file can belong to multiple views

Answer to question about views by year from session:

http://en.share-gate.com/blog/what-is-a-sharepoint-view-

and-how-to-use-it

DEMO

DEMO

FOLDERS ARE NOT EVIL

• Use folders when there is a defined difference:

Invoices, Policies, Insurance

• Permissions

TIP 11: TEMPLATES,

TEMPLATES,

TEMPLATES

• Don’t give users access to all templates

Access to templates should be defined in your Governance

Plan

• Create a custom template if possible

Site

Document Library

• Gives users a consistent Look & Feel

Site Template

HINT: DON’T CALL IT SHAREPOINT

Try something:

Catchy

Industry

TIP 12: AAM

AKA I hate my SharePoint

name

• 4 step process

• Use AAM to give a new SharePoint hostname

• Create a new Cname in DNS (Talk to your new sysadmin friend)

• Edit IIS Bindings

• IISReset

DEMO

You can change

Central Admin as well.

Be careful, very careful

TIP 13: AUDITING

• Audting is not enabled by default

• Check for specific business regulations

• Should be included in Governance Plan

• Fine tune settings

DEMOhttps://support.office.com/en-us/article/Configure-audit-settings-for-a-site-collection-a9920c97-38c0-

44f2-8bcb-4cf1e2ae22d2

TIP 14: FILE SIZE

• Default setting is 250MB

• Maximum file size is 2GB

• May want to use file shares instead

DEMO

TIP 15: POWERSHELL

• Add-PSSnapIn Microsoft.SharePoint.PowerShell

• Copy-SPSite http://<site name>/sites/OldTeam -DestinationDatabase

WSS_Content -TargetUrl http://<site name>/sites/NewTeam

• Test-SPSite http://<site name>/sites/testsite

• Repair-SPSite http://<site name>/sites/testsite

• Get-SPDeletedSite | select Path , siteid

• Restore-SPDeletedSite -Identity (SITE ID)

• Test-SPContentDatabase -name WSS_Content_DB –webapplication

• (get-spserver $env:computername).NeedsUpgrade

• PSConfig.exe -cmd upgrade -inplace b2b -force -cmd applicationcontent -install -

cmd installfeatures

• Backup-SPSite http://<site name>/ -Path "C:\site.bak"

• Backup-SPFarm -Directory "\\ServerName\Share" -BackupMethod Full –

Verbose

TIP 16: MAINTENANCE

• Perform database maintenancehttps://technet.microsoft.com/en-

us/library/cc262731(v=office.14).aspx#DBMaintenanceForSPS2010_CreateSQLS2008MaintPlan

• Recycle Bin

• Site lifecycle

• Quota’s

• Versioning

TIP 17: Resources

• #SPHelp

• #SharePoint

• Microsoft Virtual Academy

• Microsoft E-Books

• Todd Klindt Regressionshttp://www.toddklindt.com/blog/Regressions/Home.aspx

• Create custom console http://windowsitpro.com/active-directory/create-active-directory-mmc-consoles-down-level-administrators

• Manage lists and libraries with many itemshttps://support.office.com/en-ie/article/Manage-lists-and-libraries-with-many-items-b8588dae-9387-

48c2-9248-c24122f07c59#__toc330996252

• SharePoint Version Comparisonhttp://blogs.msdn.com/b/sharepoint__cloud/archive/2013/01/10/sharepoint-2013-onpremise-edition-

comparison-chart.aspx

• SharePoint 2013: Service Accountshttp://social.technet.microsoft.com/wiki/contents/articles/14500.sharepoint-2013-service-accounts.aspx