meeting #110 welcome to the minnesota sharepoint user group february 12 th, 2014 you just inherited...

Meeting #110http://sharepointmn.com

Welcome to the Minnesota SharePoint

User Group

February 12th, 2014

You Just Inherited a SharePoint Site!

Donald Donais

Donald Donais


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!


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 SponsorBenchmark Learning (www.benchmarklearning.com)

SharePoint User Group Support

softwareOne(www.softwareone.com)

Media Sponsor

http://www.wrox.com/

http://www.oreilly.com/

http://www.avtex.com/

http://www.microsoft.com/

http://www.benchmarklearning.com/

http://www.benchmarklearning.com/

http://www.softwareone.com/EN-US/Pages/Default.aspx


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

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

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


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? [email protected]

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


http://www.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?

https://msevents.microsoft.com/CUI/default.aspx?culture=en-US

https://msevents.microsoft.com/CUI/default.aspx?culture=en-US

http://sharepointconference.com/

http://sharepointconference.com/

http://www.spstc.com/


https://www.sp24conf.com/SitePages/Home.aspx



http://northamerica.msteched.com/#fbid=WFn6L66avnc

http://northamerica.msteched.com/#fbid=WFn6L66avnc


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

https://www.yammer.com/mnspug

https://www.yammer.com/mnspug


Evaluations & Giveaways!


MNSPUG Extras


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

http://bit.ly/1d33Gc7

http://bit.ly/1f20jyG



http://bit.ly/1ea55Jg




Who Should You Be @Following?

• Dux Raymond Sy – SharePoint MVP & Customer Strategy & Solutions @meetdux

• Wendy Neal – SharePoint Consultant, Developer, Branding, User Empowerment @SharePointWendy


Presenter


Donald Donais• SharePoint

Consultant/Solutions Architect

• Father: Girl (12) & Boy (9) • Drummer for Cover Band• @dondonais• http://talesfromitside.wordp

ress.com

Introductions

http://talesfromitside.wordpress.com/

http://talesfromitside.wordpress.com/


The Basics


Background Info First

• Basic SharePoint Structure

• Content Consistency

• Difference Way Than Folders

• Anatomy of a SharePoint Web Page

• Permissions!


Basic SharePoint Structure

Top Level Site

Sub-Sites

HR Collab

Sales Collab

ABC.com/collaboration

Top Level Site

Sub-Sites

HR Sales

ABC.com

Doc Library Task List

Documents Tasks

Benefits Pre-Sales


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

http://bit.ly/1iGOHp5


Site Consistency

Why Do You Need Site Consistency?

Governance

Findability

Productivity

Searchability

Organization


Ways To Maintain Consistency

• Templates List and Library Site

• Metadata (a.k.a Columns)• Content Types


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


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

http://bit.ly/1obkr9b



http://bit.ly/1f9RNhf

http://bit.ly/1f9RNhf

http://bit.ly/1fTYhCg

http://bit.ly/1fTYhCg



http://bit.ly/1aO6YAJ


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 R

obinson!


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


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


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


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


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


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


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


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


Break


Discovery Process When Inheriting a Site


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


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


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


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


It’s The End Of The World, XYZ Was Deleted!


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


Changing Existing Structure To Something Better


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


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


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 After

Use of Views to Group Content


Moving From Folders To Metadata

Name 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


Site Owner Gotcha’s


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


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


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


Because We Don’t Know Everything, Training!


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


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

http://office.microsoft.com/en-us/support/results.aspx?qu=site%20owner&ex=2&filter=1&av=osu





Special Thanks for Ideas!

• Tamara Bredemus• Lori Breit• Michelle Gilbert• Sarah Haase• Mary Houle• Sue Stauner-Roloff• Donna Stundahl• Liz Sundet• Julie Tholen


Last But Not Least

• Please Fill Out Evaluations• Drawings for Giveaways• Today’s Presenters:

• Donald Donais Thanks for coming!