Managing Modern Team Sites, Communication Sites, and Office 365 Groups

October 24, 2017

Peter Carson

President, Envision IT and Extranet User Manager

SharePoint MVP Partner Seller,

Microsoft Canada peter.carson@extranetusermanager.com http://blog.petercarson.ca www.extranetusermanager.com www.envisionit.com Twitter @carsonpeter VP Toronto SharePoint User Group

Envision IT Overview

O365 Productivity Consultants Go-to partner for SharePoint Websites, Intranets, Extranets,

and Collaboration portals 16 years of SharePoint experience Microsoft Gold Partner Multiple award winner

Extranet User Manager Overview

Delegated management of external users

Self-registration, approval workflows, profile, and password management

Search, add, edit, and import users and groups

Supports on premise and O365, as well as custom and SaaS applications

Agenda

Introductions

Office 365 Intro and Ignite

Team and Communication Sites

Managing Sites

Site Provisioning

Wrap-Up and Q&A

Office 365

Suite of desktop, mobile and browser based productivity tools

Windows, Mac, iOS, and Android support Supports all the major browsers

New App Launcher - Ignite

https://blogs.office.com/en-us/2017/09/22/new-office-365-app-launcher-and-office-com-help-you-be-more-productive-on-the-web

Quick Poll 1

Heard about Microsoft Ignite Attended Ignite Watched some of the recordings

Microsoft Ignite 2017

https://myignite.microsoft.com/videos 851 session on demand PowerPoint decks available

Ignite – Jeff Teper

https://myignite.microsoft.com/sessions/56547

SharePoint and OneDrive cloud momentum

Ignite Session – Sue Hanley / Dave Feldman

https://myignite.microsoft.com/videos/55143

Governance first Governance Planning Tool http://tiny.cc/SharePointGovQuestions http://tiny.cc/SPGovStepbyStep

Global navigation Self service site creation Site naming conventions

Site Type Purpose Audience Naming Guidance Examples

Communication(Public)

To ”broadcast” to a broad group. A space where only a few authors can contribute content.

Enterprise-wide Use the formal function or initiative name

• HR• TechOps• Hematology

Communication (Private)

To “broadcast” more privately to a restricted audience – not the entire organization.

A single function, area, or location

Use the informal, short-hand or abbreviated name

• Inside IT• Inside HR• Inside Hematology

Team Site(Private)

To get work done. A shared space where everyone in the group can contribute.

A named group of people

Project, Team, or Initiative Name. Use informal name. For clarity, add Team to the end of the name.

• HR Leadership or HR Leadership Team

• Quality Leadership• Hub Team

Test Site(Private)

To learn or practice building sites –not to be shared or deployed in production.

A few individuals at most, often just the owner.

Use an informal name, preceded by the word “Test.”

• Test Human Resources• Test MikeG08022107

Site Naming Conventions

Team Sites

Standard site template in SharePoint goes back to the beginnings in 2001 Current template Document library Newsfeed OneNote notebook Wiki library

Can be extended with additional lists and libraries SharePoint centric

Ignite – Team Sites

https://myignite.microsoft.com/videos/53851

Ignite – Communication Sites

https://myignite.microsoft.com/sessions/53862https://channel9.msdn.com/Events/Ignite/Microsoft-Ignite-Orlando-2017/BRK2207

Private by default

The content service for Office 365

SharePoint sites: building blocks of the intranet

Communication sitesTeam sites

SharePoint Hub Sites

Brings together related team sites and communication sites

Roll up news and site activity

Search across related sites

Cross-site navigation

Consistent look-and-feel across sites

Admins create, users adopt and use

DemoCreating OOTB Modern Team and

Communication Sites

Challenges

Site sprawl Cleaning up inactive or unused sites Finding sites Lack of governance Office 365 administration Current SharePoint Admin doesn’t show modern sites Groups show in Office 365 Admin New admin portal coming in 2018 – in preview now

DemoCurrent and New Admin Portals

Managing Sites with a SharePoint List

List tracks each site collection and all subsites Populated by PowerShell script Looks for deleted, updated, and new sites

Introduces concept of Parent URL Similar idea to hub sites Allows multiple levels of hierarchy Allows us to present a site breadcrumb

Also used to manage deployment of branding

SharePoint Framework A-Z Sites Web Part

Filtered to a parent site Shows all children either as a list or A-Z tabs Can be placed on any site to display any set of sites Works on modern and classic sites

Breadcrumb Control

Client side JavaScript Executes a search against the sites list Displays the breadcrumb HTML Appends the library and folder structure

Global Navigation

Navigation defined in the term store Embedded in custom master page Bootstrap mobile friendly All master pages updated through PowerShell script Should be able to do this with the new SharePoint Framework Extensions and no custom

master page Will then support modern and classic sites (currently classic only)

SharePoint Patterns and Practices

Code samplesReusable components and solutionsGuidance documentationMonthly community callsCase Studies

SharePoint FrameworkSharePoint add-insMicrosoft Graph, Office 365 APIs etc.Remote provisioning and client side development

http://aka.ms/SharePointPnP

PnP Provisioning Engine

Part of the SharePoint PnP initiative deliverables

• Open source, community-driven

Released originally spring 2015

Used in more than 500 tenants in SharePoint online during past 3 months

Can be used using managed code or with PnP PowerShell

Extract templates from existing sites and optional serialization

Connectors

JSON XML

Available as NuGet package for code and also from PnP PowerShell

Connectors to store templates and potentially assets to file system, SharePoint or Azure storage.

You can use code to create and apply templates, but you can also serialize them, if needed

.pnp

OpenXML based template with configuration and assets, like images or theme definitions

PnP Provisioning Engine – Export/Import

Template site

Empty OOB site

OOB site with needed configuration

Site Request Form

Site Provisioning Process

PowerShell script Looks for new site list items that haven’t been provisioned

Site Type Current State

Classic Team SiteClassic Team Site with custom template

Supported in our script through PnP

Modern Team Site OOTB Create the O365 Group through PnP

Modern Team Site with custom template

Two step processCreate the O365 Group through PnPApply the PnP template

Modern Communication Site Beta PnP support

https://github.com/SharePoint/PnP-PowerShell/blob/master/Documentation/New-PnPSite.md

Migrating Classic Team Sites to Modern

Site Collection Support for “Groupifying” a site

coming from Microsoft

Subsite Needs to be converted to a site

collection No OOTB support for this Create a modern team site,

possibly with a template Migrate the content with

Sharegate

Quick Poll 2

Only use Classic sites Have started rolling out Modern Team Sites Have started rolling out Modern Communication Sites Have a governance plan in place Have a site management and provisioning process

Wrap-Up Points

Modern Sites are the future – Team and Communications Groups come with them – leverage them Governance is important Figure out how to manage all your sites Build a provisioning process Put a plan together to move from Classic to Modern sites

Upcoming Sessions

Office 365 External Sharing WebinarNovember 07, 2017

External sharing in Office 365 can be done in a number of ways. You can do it directly in some products, such as SharePoint, through the underlying Azure Active Directory Business to Business functionality, or with a tool like Extranet User Manager.

Publishing Office 365 Websites to External Users with Azure WebinarNovember 14, 2017

In this webinar, we’ll take you through both public and private scenarios where you want to share your Office 365 content externally.

eum.co/events

Upcoming Conferences

December 7-8, 2017Chicago

www.sharepointfest.com/Chicago/

March 26 - 30, 2018Washington, D.C.

http://www.sharepointfest.com/DC/

May 21-23, 2018Las Vegas

https://www.sharepointna.com/

eum.co/events

Questions?