travelclick sharepoint site admin guide
TRANSCRIPT
TravelClick’s SharePoint Site Collection: SharePoint Site Admin Guide
v.2.0
Prepared for
TravelClick – v.2.0
02/03/2016
Final
Prepared by
Anna Lifson, SharePoint Analyst, MVP – MCSE in SharePoint 2013
SharePoint Team
Robin McGlothin, VP of Corporate Business Systems
Benitor Cisneros, Technical System Engineer
TravelClick IT Services
Carlos Vesga, Sr. System Administrator
SharePoint Site Admin Guide
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Table of Contents
Pages
1. Introduction 5
2. Site Roles, Responsibilities, & Permissions 5
2.1. Teams 5
2.1.1. Business Owners 5
2.1.2. SharePoint Teams 5
2.1.3. IT Teams 6
2.2. Site Roles 6
3. SharePoint Site Types, Classification, & Organization 7
3.1. Site Types 7
3.2. Collaboration Team Site 7
3.3. Personal Sites/My Sites 8
3.4. Application Site 9
3.5. Training and Onboarding 9
4. Development Guideline 9
4.1. Branding 9
4.2. Master Page & Custom Web parts 10
4.3. Customization Tools 10
4.4. Site Definitions & Templates 11
5. Application Guideline 15
5.1. Overview 15
5.2. User of Apps & Custom Solutions 15
6. Operational Guideline 16
6.1. Authorization and Permissions 16
6.2. Summary of Standards & Best Practices 16
6.3. Site Lifecycle 16
6.4. Site Provisioning 17
6.4.1. Site Collection Request Process 18
6.4.2. Sub-site Request Process 18
6.5. Site Retention 18
7. Infrastructure Guideline 1
7.1. Monitoring and Reporting 18
7.1.1. Monitor SharePoint Site Collection 18
7.1.2. Manage Audit Log Reports 21
7.1.3. Content type service application error log 21
7.1.4. Clean up Recycle Bin 22
7.2. Disaster Recovery 24
7.3. Quotas 24
7.4. Data Retention 24
8. Content Policy 24
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8.1. Content Ownership 24
8.2. Content Types 24
8.3. Document Templates 25
8.4. Libraries & Lists 25
8.5. Prohibit setting up folders in libraries & lists 25
9. Metadata, Search, Navigation Policy 27
9.1. Organizing Content – Metadata 27
9.2. Search 27
9.3. Navigation 28
10. Configure Site Collection Features 28
10.1. Configure Site Collection Features 28
10.2. Configure & Activate Site Features 31
11. Set up Page Layouts & Site Templates 35
11.1. Page Layouts & Site Templates 35
11.1.1. Sub-site templates 35
11.1.2. Page Layouts 36
11.2. Rules of setting up URL name for site pages & pages 37
11.3. Set up top landing page for SharePoint site 37
12. Introduction to Default Apps 39
12.1. Shared Documents App 39
12.2. Asset Library 39
12.3. Site Assets & Style Library 39
12.4. Images Library 40
12.5. Pictures Library 40
12.6. Pages Library 41
12.7. Site Collection Images Library 41
12.8. Workflow Tasks 42
12.9. Microfeed 42
12.10. Form Templates 43
12.11. Site Collection Documents 43
12.12. Content and Structure Reports 44
12.13. Reusable Content 44
12.14. Site Collection Help 44
12.15. Site Management Audits 44
12.16. Archives 44
12.17. Site Pages Library 45
13. Web Parts 45
13.1. Web Parts Overview 45
13.2. Daily Use of Web Parts 46
13.2.1. Libraries & Lists 46
13.2.2. Content Rollup 47
13.2.3. Media and Content 49
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13.2.4. Forms Web Part 50
13.2.5. Business Data 50
13.2.6. Social Collaboration 51
13.3. How to add a web part on a page 51
13.3.1. Changing Web Part Properties 52
13.3.2. Removing or minimizing a web part 53
13.4. How to use a web part 53
13.4.1. Content Editor Web Part 53
13.4.2. Project Summary and Timeline Web Part 56
13.4.3. Summary Links Web Part 65
13.4.4. Image Viewer Web Part 68
13.4.5. Media Web Part 70
13.4.6. Excel Web Access Web Part 71
13.4.7. Visio Web Access Web Part 75
14. How to create an internal page 80
15. How to create a library app 81
16. How to create a list app 93
17. How to create a sub site 118
17.1. Sub Site Overview 118
17.2. Steps to create a sub site 118
17.3. Configure sub site features 119
18. How to use Issue Log app 119
19. How to connect SharePoint Calendar to Outlook 125
20. Migration policy 128
APPENDIX
I. Special Characters in SharePoint 131
II. Media Organization Site Collection Structure 134
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1. Introduction
The document specifies guide for SharePoint Site Amin across the TravelClick enterprise.
The SharePoint Site Admin Guide defines roles, responsibilities, and training manual for SharePoint Site
Admins.
The configuration specification document includes the guidelines for setting up a Collaboration site
collection to any of the following types, upon creation through the SharePoint 2013 Online.
Site Roles, Responsibilities, and
Permissions
Introduction to default libraries
Site Types, Classification, and
Organization
Web Parts
Development Guideline How to create a page
Application Guideline How to create a library app
Operational Guideline How to create a list app
Infrastructure Guideline How to create a sub site
Content Policy How to use Issue Tracking app
Metadata, Search, and Navigation Policy How to connect SharePoint Calendar to
Outlook
Configure site collection features Migration Policy
Set up page layouts and site templates
2. Site Roles, Responsibilities, and Permissions
2.1. Teams
2.1.1. Business Owners
Business Owners or Stakeholders own a site or application. Deployment of custom
applications, changes, or additional functionalities first require approval of the business
owner, the business owner must invest time to identify improvements during the lifecycle
of the site
2.1.2. SharePoint Teams
This team is ultimately responsible for the overall ownership of the SharePoint
installation, configuration and training. The team ensures that governance policies are
updated, oversees the architecture of the site, and develops additional SharePoint
resources when requested by business owners. SharePoint Teams include:
SharePoint Analyst (primary SharePoint Site Admin. Required to have SharePoint
certification: MCTS, MCSE, and/or experience of 3-5 years in this position)
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SharePoint Architecture (Required to have SharePoint certification: MCSE, MCTS,
and/or experience of 3-5 years in this position)
SharePoint Global Admin (Required to have SharePoint certification: MCTS, MCSE,
and/or experience of 3-5 years in this position)
2.1.3. IT Teams
IT Services will be responsible for creating the site and adding primary admin. Then
primary admin will be responsible for granting other permissions.
During the deployment, input and guidance may be needed from these IT Teams:
TravelClick Systems: System Admin. maintenance on remaining on premise farms
TravelClick IT Services: as needed
2.2. Site Roles
Roles Responsibilities and Tasks Permissions
SharePoint Site Administrators
(SharePoint Analyst (primary),
SharePoint Admin, IT, Business
Owner, SharePoint Architecture)
Primary Site Admin: Responsible for
administration, maintenance of site and
all sub-sites. Manage security. Create
Site Collection and subsites. Access to
SharePoint Designer. Create SharePoint
workflow (SharePoint Designer 2013).
Training users. Add and remove users.
Manage Site layout (look and feel),
structure, and content. Also responsible
for content creation. Configure all site
features. Build OOTB tools and OOTB
Javascript to highlight SharePoint List
column field. Train business owners and
users. Write and Edit SharePoint
Governance Policy and Training Guide.
Enforce standards in layout, structure,
content and security for the site
collection. Maintain a clear
understanding of TravelClick SharePoint
Policy and how it fits with the
TravelClick needs and goals for their site
collection. Provision sub-sites, and
delegate to and grant permissions of Site
Owners for those sub-sites. Must
understand and manage Audit Log
Reports. Manage Storage Quota. Create
new permission levels. Manage
Full Access to site and
subsites. Grant access to site
permission. Configure Site
features.
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permission/groups. Manage lists/
libraries/workflows. Manage pages &
wiki pages. Manage views & navigation.
Turn off folders. Apply style sheet &
CSS. Manage documents & information.
Owners (Business Owners) Manage content. Also responsible for
content creation. Manage Lists &
libraries. Add/ remove user from
Member & Visitor Groups. Manage
Views & Navigation
Owner Permission
Members (Contributors) Update content, upload documents, and
manage documents & information.
Contribute permission
Visitors Visitors to the site Read only permission
3. SharePoint Site Types, Classification, and Organization
3.1 Site Types
Site Types Description Default Quota Max Quota
Collaboration Team Site A site for publishing
Web Pages and posting
documents. Typically,
this site is used to house
resources and
instructions for various
business divisions
3GB 30GB
Personal Sites A personal site for a
single employee. These
sites can have sub-sites
and contain social
networking features
100MB 5GB
Application Sites Sites that function as an
application. Generally,
these sites have custom
logic, complicated
workflows and other
functionalities
To be determined TBD
3.2. Collaboration Team Site
User Groups
o Site Collection Admin (SharePoint Analyst, SharePoint Administrator, IT Services)
o Site Owner
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o Site Members
o Site Visitors
User Governance and Security
o Site Collection Administrator can provide or revolve access to these sites. Requests
will be routed to the help desk and then passed to the Site Collection Administrator.
The information includes:
Site the user is requesting access to
Type of access
Users name, AD account name, and email address
Content Governance
o Authoring
The following users will have authoring rights:
Site members: will be able to add, remove, change and quick deploy content
o Publishing
Site Owner or assigned group can publish
Site Owner is responsible for ensuring that content is appropriate and follows
company guidelines and Code of Business Conduct. If content is reported as
inappropriate or not within company guidelines, the content will be removed.
Expiration Policy
o An expiration date set by the content creator is required to control obsolete data.
Expired data will be deleted or archived off-site.
Versioning
o A minimum of two previous versions will be kept
Site Provisioning Quota
o Microsoft set default quota: 2GB
o Microsoft set medium quota: 10 GB
o Microsoft set maximum quota: 50GB
o Site Managers and Administrators receive alerts when storage is at 90% of quota
o TravelClick SharePoint Administrators can override storage quota for site collections
if necessary and approved by SharePoint Product Manager
o Storage Quotas include the content retained in recycle bins. Recycle bins will be set
to a maximum of 50% of total storage and deleted items will be removed every 30
days
3.3. Personal Site
User Groups
o Site Collection Administrator & SharePoint Administrator
o Site Owner
o Site Members
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o Site Visitor
o MySites will be allocated 1GB of storage (File upload is 300MB)
User Governance and Security
o All TravelClick users will have access to their Personal Site
o A Site Owner can provide or revoke access rights to specific sites. Requests for
access will be routed to the Site Owner
Content Governance
o All TravelClick users have the Personal Site feature available for business networking
o Each user is responsible for the content in a respective sites. Otherwise, off-topic; or
content not meeting the TravelClick Code of Business Ethics should be reported to
the site owner. Upon reporting, such content will be removed immediately.
Expiration policy
o My Site content would have now expiration date, although a schedule of regular
archiving or purging should be implemented.
Versioning
o No versioning
Site Provisioning Quota
o Microsoft set default quota: 100MB
o Microsoft set maximum quota: 10GB
3.4. Application Site
These sites have custom logic and coding. They are managed by the IT Teams
3.5. Training and Onboarding
Basic training documents on the general operation of the site will be provided when a new
site is provisioned. Users also have to schedule a training section with the SharePoint
Business Analyst and SharePoint team for further instruction.
4. Development Guideline
4.1. Branding
Generally, the TravelClick defines branding policy. Any modifications to branding and logos in
variance with their style guide will need prior approval.
The use of images, fonts, news and magazine articles, and other proprietary intellectual property
must comply with guidelines developed by the Legal department regarding copyright and
trademarks, proper citations and photo credits, and other legal mandates. Failure to follow these
guidelines can result in termination.
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Materials not complying with company policy will be removed and the business owner notified.
Overall, TravelClick branding must be applied on all site templates.
The TravelClick Style Guide & SharePoint Site Admin Guideline documents must be saved in
Site Collection Documents Library at the top level site collection when it is built.
4.2. Master Page and Custom Web parts
All master page edits are restricted to the SharePoint Team. Request for changes may be
submitted through the helpdesk. Upon receipt, the team will review the request and if needed, the
user will be contacted for further information.
Web-parts are restricted to SharePoint defaults. If a custom web-part is needed, users may submit
a request through SharePoint Analyst and then IT Services. Upon receipt the SharePoint Team
will review the request, and if needed, the user will be contacted for further information.
4.3. Customization Tools
No third-party software is allowed without prior approval of the SharePoint Team.
Development tools for SharePoint components are limited to:
SharePoint Designer 2013
Users are provided access to development tools and applications as needed after necessary
approvals. Resource access should be limited to those who truly require it. These tools are
normally used by SharePoint Team and SharePoint Analyst.
The process for access to developer tools follows:
a. The user must possess prior knowledge and skills with SharePoint Designer. (For SharePoint
Analyst and SharePoint Team)
b. The user must be identified as one who is permitted to customize SharePoint
c. Both the Business Owner and SharePoint Team must approve the user.
d. The user must have a specific business purpose for custom development
e. TravelClick staff and users are only allowed to customize sites leveraging the out of the box
features after passing proper SharePoint Site Designer training.
f. There are assigned SharePoint Team (SharePoint Analyst, SharePoint Admin, SharePoint
Architecture)
g. Custom development needs to be first scoped by SharePoint Team and then approved by the
SharePoint Team. The SharePoint Policy Team will be made aware of any proposed custom
development.
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h. SharePoint Designer – SharePoint Designer should only be given to SharePoint Team who have completed the SharePoint training and had an experience of 3-5 years. SharePoint Designer customization should be first cleared with the TravelClick SharePoint Team. The following lists the changes that are allowed or prohibited by non TravelClick SharePoint Team.
Type of Change Allowed Prohibited Notes
Data View Web Parts X
Content Query Web Part X
SharePoint Designer
Workflow
X
Creating New Pages X
Content Editor Web Part
– OOTB Javascript
X
Content Editor Web Part
– XLT
X
Design Changes X
Code Behind X
Master Page
Modification
X
Alternate CSS Files* X * Allowed only if not
overriding the existing
style classes
Global Assembly Cache X
4.4. Site Definitions and Templates
SharePoint 2013 supports two types of site collections host-named site collections and path-
based site collections. In a path-based site collection, all the sub-sites in the site collection will
share a root or parent URL. The only way to have a different URL root is to create a different
web application.
For simplicity, we suggest only three templates during deployment:
Team Site: Designed for business divisions, such as Corporate Business System and
Media Organization
Publishing: Designed for business divisions to distribute content
The following table outlines 2013 version site templates available in SharePoint 2013
Type Name Description Availability
Collaboration Team Site A place to work together
with a group of people
Site Collection and site,
server and foundation
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Blog A site for a person or
team to post ideas,
observations, and
expertise that site visitors
can comment on
Site Collection and site,
Server and Foundation
Develop Site A site for developers to
build, test, and publish
apps for Office
Site Collection only,
Server and Foundation
Project Site A site for managing and
collaborating on a project.
This site template brings all
status, communication, and
artifacts relevant to the
project into one place.
Site collection and site, Server only
Community Site A place where community
members discuss topics of
common interest. Members
can browse and discover
relevant content by
exploring categories,
sorting discussions, by
popularity or by viewing
only posts that have a best
reply. Members gain
reputation points by
participating in the
community, such as starting
discussions and replying to
them, liking posts, and
specifying best replies.
Site Collection and site,
Server only
Enterprise Document Center A site to centrally
manage documents in
your enterprise
Site Collection and site,
server only
eDiscovery Center A site to manage the
preservation, search, and
export of content for
legal matters and
investigations
Site Collection only,
server only
Records Center This template creates a site
designed for records
management. Records
managers can configure
Site collection and site,
Server only
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the routing table to direct
incoming files to specific
locations. The site also lets
you manage whether
records can be deleted or
modified after they are
added to the repository.
Business Intelligence
Center
A site for presenting
Business Intelligence
content
Site Collection and site,
Server only
Enterprise Search Center A site focused on
delivering an enterprise-
wide search experience.
Site collection and site,
server only.
My Site Host A site used for hosting
personal sites (My Sites)
and the public People
Profile page
Site Collection only,
Server only
Community Portal A site for discovering
communities
Site Collection only,
Server only
Basic Search Center A site focused on
delivering a basic search
experience. It includes a
welcome page with a
search box that connects
users to a search results
page and an advanced
search page. This Search
Center will not appear in
navigation.
Note: Search Centers should be
separate site collections
because they search for
information across a
company portal or division.
If you create a Search
Center as a sub-site, you
might have to create some
workarounds for a full
customization. For more
information, see
Customizing the Search
Site Collection and Site,
Server and Foundation
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Center in the MSDN
Library.
Visio Process Repository A site for viewing, sharing,
and storing Video process
diagrams. It includes a
versioned document library
and templates for Basic
Flowcharts, Cross-
functional Flowcharts, and
BPM diagrams.
Note: The Visio Process
Repository site template
will be removed in the next
version of SharePoint
Server
Site Collection and site.
Server only
Publishing Publishing Portal A starter hierarchy for an
internet-facing site or a
large intranet portal. This
site can be customized
easily with distinctive
branding. Typically, this
site has many more
readers than contributors
and it is used to publish
web pages and team sites
with approval workflows.
Site Collection only,
server only
Enterprise Wiki A site for publishing
knowledge that you capture
and want to share across
the enterprise
Site collection and site,
server only
Product Catalog A site for managing
product catalog data that
can be published to
internet-facing site through
search
Site collection only.
Server only
Publishing Site with
Workflow
A site for publishing web-
pages on a schedule by
using approval workflows.
It includes document and
image libraries for storing
web publishing assets. By
default, only sites with this
Site only, server only
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template can be created
under this site.
Custom <Select template later> Create an empty site and
pick a template for the
site at a later time
Site collection only,
Server and Foundation.
5. Application Guideline
5.1 Overview
SharePoint 2013 features a new development model based on apps for SharePoint. Apps for
SharePoint are self-contained pieces of functionality that extend the capabilities of a SharePoint
website. An app may include SharePoint features such as list, workflows, and site pages, but it
can also use a remote web application and remote data in SharePoint.
An app has few or no dependencies on any other software on the device or platform where it is
installed, other than what is built into the platform. Apps have no custom code that runs on the
SharePoint servers.
The SharePoint Team must first approve a SharePoint App, which is then deployed by the
SharePoint Team and agreed by SharePoint Analyst will help from Platform Ops.
Apps will be stored in the SharePoint App Catalog.
5.2 User of Apps and Custom Solutions
The guidance for whether to use apps for SharePoint or SharePoint solutions is to design apps for
end users. Apps for SharePoint:
Are easy for users (tenant administrators and site owners) to discover and install.
Use safe SharePoint extensions.
Provide the flexibility to develop future upgrades.
Can integrate with cloud-based resources
Are available for both SharePoint Online and on-premises SharePoint sites
For administrators, use farm solutions SharePoint custom solutions:
Can access the server-side object-model APIs that are needed to extend SharePoint
management, configuration, and security
Can extend Central Administration, Windows PowerShell cmdlets, timer jobs, custom
backups, and so on.
Are installed by administrators
Can have farm, web application, or site-collection scope.
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6. Operational Guideline
6.1 Authorization and Permissions
All internal TravelClick Communications users accessing SharePoint applications must
be authenticated through Active Directory
Default permissions levels are used to manage site collections.
Inheritance is strongly encouraged for easy maintenance of site collections When special
permissions are required, a separate list should be created
Granular security at the item level should be avoided at all times.
Access should be managed with the least privileged access
Sites designed for broad access should be open to authenticated users to avoid adding
large numbers of users difficult to maintain/
Anonymous access on intranet (internal farms) collaboration is not allowed.
6.2. Summary of Standards of Best Practices
Use SharePoint groups to manage user group memberships
Use AD security groups to control access to SharePoint
Do not assign permissions to single users, assign permissions to SP groups
Use inherited groups for role assignments
Use inherited permission levels for role definitions
Avoid assigning item level permissions
6.3. Site Lifecycle
Before a site created, a site administrator (SharePoint Analyst and SharePoint Team) must be
appointed by the customer. This administrator is responsible for maintaining the site and keeping
it current.
This maintenance includes:
Creating new pages and maintaining the quick launch and navigation bar
Content updates to the site and pages
Creating new lists, libraries, and uploading new documents
Archiving and deleting obsolete materials
Building SharePoint workflows
Training site owners before letting them use the site
Monitoring a site collection
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Sites should be kept updated at all times. If sites are unused after 120 days, the administrator will
be notified. If no response is received within 14 days, the site will be decommissioned and all
content deleted.
If a site administrator leaves the company or assumes different responsibilities, then a new
administrator must be appointed within seven days and the SharePoint Team notified. Sites with
no current administrator will be decommissioned.
All collaboration sites should have an estimated termination dates at the end of the team’s
project. Sites may be extended on a semi-annual basis for those team sites with ongoing project.
All sites not used for 120 days are targeted for decommissioning.
Site URLS will be short (less than 50 characters) and follow coming naming conventions. Site
URLS are determined by the SharePoint Team. No special characters for Site URLs’
Pages’ URL will be short (less than 50 characters) and follow coming naming conventions. Site
URLS are determined by the SharePoint Team. No special characters for Site URLs’.
6.4. Site Provisioning
All New Site requests must go through a site request process and reviewed for approval. Criteria
to be reviewed will consider the following:
Site objective is in alignment with the goals of TravelClick SharePoint Team
Activity to be performed within the site does not interfere with the performance of the SharePoint infrastructure or application and Site adheres to the quota storage offerings
Ensure the availability requirements of the site can be met with the current SharePoint service Level Agreement
Identify any special document usage, records management, or sensitive data requirements outside the standard document management features available
Identify potential system integration points external to SharePoint, if so , the request will require additional review with manager of the external system
Identify if the activity performed within the site will be user self-supported
Identify if there is a need for additional user training beyond the training offerings provided
Identify potential development or customization requirements. If so these would require conformance through change, deployment and configuration management policies and procedures
Identify if the site will require SharePoint Program consultation.
Identify if the site will require project management
Identify potential additional costs or resources associated with acquisition of third party vendors or tools
Evaluate the lifecycle of the site (ie. Longevity)
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Evaluate if an existing site collection is available to host a sub site or functionality as an alternative
6.4.1. Site Collection Request Process
Request will be routed to the SharePoint Site Approval Group for review, additional information may be requested from the requesting Site Owner.
The appropriate SharePoint Analyst will be informed of the request.
If approved, a task will be created and assigned to the SharePoint Analyst, following a sequence task to the SharePoint Team to complete fulfillment, deliver site, and schedule training as needed.
If denied, the request will be cancelled with explanation of denial and recommendations.
6.4.2. Sub Site Request Process
If a sub site is needed, request the site from the Business Owner. The Business Owner will be responsible for reviewing validity of sub site adheres to overall objective of Site Collection, and coordinating having the sub site created by the SharePoint Analyst – primary SharePoint Site Administrator. (Business Owner may also advise the requester to the Site Collection request form if needed.)
6.5. Site Retention
While sites objectives will differ based on Division, Team, Project, or ad-hoc needs, some sites
will have a longer life than others. It is important to ensure that sites longer in use are identified
and potentially deleted or archived. Site Owners will be notified when a site has not been used
for a period of XX days. At which time the Site Owner will confirm continued usage is needed.
If usage is not confirmed after X notices given over a period of 30 days, or the Site Owner
confirms usage is no longer needed, the site will be archived.
7. Infrastructure Guideline
7.1. Monitoring and Reporting
Continuous monitoring of all SharePoint site collections is advised. A regular check on the
analytics and general health is advised at all times.
Usage should be monitored and reporting tools should be used for. Performance management
over time, reviewing usage reports and making recommendations for scale up/ scale out,
investigating list scale, database scale, and site and site collection scale issues, and providing
guidance and best practices.
Monitoring will be done centrally and on a weekly basis.
7.1.1. Monitor SharePoint Site Collection
Click the gear setting wheel. Click Site Settings. See Fig. 1
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Figure 1
Under Site Collection Administration, find and select Storage Metrics. See Fig. 2. It
will show how many percent the users have used. See Fig. 3.
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Figure 2
Figure 3
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7.1.2. Manage Audit Log Reports
Bi-weekly test and manage Audit Log Reports.
Click the gear setting wheel. Click Site Settings. Under Site Collection Administration,
Click Audit Log Reports.
7.1.3. Content Type Service Application Error Log
Check Content Type Service Application Error Log monthly (under Site Collection
Administration) to make sure there is no error on the site collection. SharePoint Analyst
– primary SharePoint Site Admin – has to understand the error log in order to report to
SharePoint Team, IT Services and consult with Microsoft Experts. SharePoint Analyst
must understand and co-operate with SharePoint Team and IT Services to resolve the
error.
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7.1.4. Clean up Recycle Bin
Click the gear setting wheel. Click Site Settings. Under Site Collection
Administration, Click Recycle Bin. See Fig. 4.
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Figure 4
Click Empty Recycle Bin
Figure 5
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7.2. Disaster Recovery
Production environment recovery must provide a full recovery from last backup. Recovery
of lost sites will be limited to the last backup.
7.3. Quotas
Quotas are implemented as defined in the section entitled “SharePoint Site
Classification.” Appropriate alerts will be sent to Site Owners when the storage reaches
90% of defined quota.
SharePoint administrators can override storage quota for Site Collections if necessary.
By default, SharePoint imposes a 50MB limit on the size of a single document that can be
uploaded into a document library.
For variance to the 50MB limit on uploads, contact the SharePoint Team and SharePoint
Analyst. Special requests will be determined on a case-by-case basis.
7.4. Data Retention
TravelClick SharePoint site recycling bin will retain deleted items for 30 days
TravelClick SharePoint site collection recycling bin will retain deleted items for 30 days
8. Content Policy
8.1 Content Ownership
Content Creator and the Business Owner are responsible for all content. If a content owner is
deleted from the user base, the Business Owner becomes the default content owner as
determined in original site procurement form.
8.2 Content Types
Base Content Types
Standard and Base
Never change the standard SharePoint content types and site columns
Always create company-specific base content types derived from the default out-of-the-box
SharePoint types to allow future upgrades without losing customizations
Create other base content types identified through information architecture analysis
Base content types are critical for specialization and customizations of the information
architecture classification scheme.
The standard and base content types must be immutable (read-only)
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Base content types must be centrally controlled and evolved.
New content is posted as site-specific content types, not Site Collection content types
8.3 Document Templates
Follow commonly accepted standards and best practices. Some are enumerated below:
Use a shared set of enterprise Office 365 templates
Manage and store templates in a SharePoint document library at a central location.
Do not store templates directly in content types, instead, reference the centrally shared
templates.
Use the Office 365 Backstage. View or the document information panel for managing
metadata
8.4 Libraries & Lists
Use only lists based on site content types, rather than directly customizing list definitions.
Enforcement of consistent classification and information management policies depends on
proper site content types.
Follow commonly accepted standards and best practices. Some are enumerated below:
Use only a few content types per list
Ensure the content types in a list are cohesive
Inherited list permission is preferred.
Avoid item-level list permissions
Enforce content management policies using versioning, check-in, check-out, workflows,
grouping by, and event receivers.
Avoid using special characters to name a library and list and folder.
Avoid setting up folder and nested folder.
Avoid special characters for file name
Avoid using special characters for setting up URL name of library and list: ( ), [ ], { }, &,
number, %, ^, #, $, @, *, !, ~, /, \, and space
Avoid using special characters for file name.
8.5 Prohibit setting up folders in libraries & lists
The list is geared more towards end-users and folder proponents and could be used as a business
case on why document library should be setup using meta-data. So here it goes:
a) Usability: Nested folder structure is only known to the person who created it. Also, too many
sub-folders tend to “hide” things.
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b) URL length limitation. SharePoint adds all folder and sub-folder names to URL. Overall
URL length is limited to around 260 characters. You are out of luck if you create sub-folders.
c) File URL. Moving file from one folder to another mean change of file URL.
d) Security. Maintaining Security by folders in SharePoint is an administrative nightmare.
e) User experience. User experience (navigation, finding the documents) just stinks with folders
(it is so 1990’s!)
f) File duplication. With folders you can deposit multiple copies of same files into different
locations – not a good thing when you try to organize documents and data in the first place!
g) 1 Lonely View. There is another reason NOT to use folders. With folders, you get one view –
the folder view. Using Metadata, you can create unlimited number of views by whatever
properties you have setup (i.e. organize documents by date, by customer, by project, etc.) So the
document browsing experience is much better-off.
h) Cannot Sort & Filter. Since your files are buried in the folders, you cannot realy benefit
from sorting and filtering capabilities of document library headers (unless of course you are just
sorting and filtering in the particular folder).
i) Change is hard. It’s hard to change folder structure, while changing metadata is easy.
j) Lost documents. You can “lost” documents when placed in the wrong folder. Additionally,
also, too many sub-folders tend to hide things, making it impossible or too time-consuming for
users to find a particular document.
k) Navigation. When you are in a particular sub-folder, there is no way to tell in which folder
you are any given time, and no easy way to navigate to the parent folder (there is no breadcrumb
on folder navigation menu available)
l) Cost. If you are essentially recreating nested folders you had on file share, by using
SharePoint, you have got yourself one expensive file share. Why not stay with folders on shared
drive?
m) You cannot see how many documents there are in a folder. It could be empty. While if you
group documents (via meta tags), you will see how many docs are in the group, and if they are
no docs in the group, you do not see the group. With folders, you spend time clicking on nested
folders, just to arrive at an empty one.
n) Data Integrity. When you allow users to create own folders, you are prone to data integrity
issues (i.e. same piece of information like “Company name” can be misspelled or spelled
differently). This would cause duplication and loss of time and efficiency for an organization.
o) Structure. Changing a folder structure is complicated and time consuming, while changing a
metadata structure is easier.
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p) URL Length. The URL Length is limited around 256 characters. All the nested folders names
will be added to the URL which means you will run into the 256 limit very fast. Errors saying the
URL path is too long.
9. Metadata, Search and Navigation Policy
9.1 Organizing Content - Metadata
Organizing SharePoint content and applying useful metadata will help make sure that the right
content is included in the search index and that the right content is returned in search results.
Organize content in natural hierarchies, making it easier for users to understand where they
can find and file their content, while making it easier for the system to rank the content and
return search results that better match the user’s intent. URLS and other metadata of files,
such as file names, are analyzed linguistically by the search system. If you use natural
language for URLS and for metadata, the search system can more easily understand what
information is in the site or file and give it an appropriate ranking in the results.
Encourage users to enter rich and consistent metadata for their sites and content
9.2 Search
Result Sources
Only company-specific SharePoint sites are available for search Additional locations may be
added for search through the Business Data Connectivity service.
Search Relevancy
Ensure metadata tagging through content types and term sets for all findable assets. All content should be
tagged to the existing taxonomy structure to increase efficacy and relevancy of search.
The search schema must be regularly trained and the relevancy settings maintained. A noise words file, a
thesaurus file, and keyword best bets are critical in improving searches. Content type retention policies
must be defined to prevent irrelevant and outdated search results.
Social tags and social bookmarking are necessary to increase search accuracy. This leverages the
company's collective knowledge effectively.
Search Results
To improve searches, use authoritative pages, search dictionaries and query suggestions. Search results
must be filtered based on user permissions.
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Social tagging must use the Search Index to provide security trimming on content. Users can tag
confidential documents, but those tags and documents should not be visible to anyone who doesn't
have read-access to the document.
9.3 Navigation
For retrieval of content using navigation from the home page of the sites, users should be able to
access any of the content within the following number of clicks:
Number of Clicks Percentage of reachable information
2 clicks 25 percent
3 clicks 40 percent
4 clicks 75 percent
5 clicks 90 percent
Standard navigation bread crumbs are required to assist users with site navigation and orienting
users.
The Global (top navigation bar) navigation elements are determined by the SharePoint Team
(SharePoint Admin, SharePoint Analyst, SharePoint Architecture and/or SharePoint Developer).
Global navigation is always for top site link and sub sites. The site level (quick launch or side
navigation bar) navigation is determined by SharePoint Team. It is for links of libraries and lists
and/or internal pages.
Some sites may contain navigational elements that provide tables of contents, dynamic access to
content based on a query, or authored links through page layouts.
Users may insert navigation controls only when identified as necessary by the SharePoint Team.
By default, these are restricted.
10. Configure Site Collection Features
SharePoint Analyst (primary SharePoint Site Admin) has to configure Site Features before Business
Owner can use. Each division needs to have their own SharePoint Analyst to be Site Admin.
10.1 Configure Site Collection Features
Site Collection Features Description Note
Aggregated Business Calendar This feature displays multiple
business calendars in an overlay
alongside Exchange and
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SharePoint calendars.
Content Type Syndication Hub This feature provisions a site to be
an Enterprise Metadata hub site.
Cross-Site Collection Publishing This feature helps to enable a site
collection to designate lists and
document libraries as catalog
sources for Cross-Site Collection
Publishing.
Custom Site Collection Help This feature creates a Help library
that can be used to store custom
help for this site collection.
Disposition Approval Workflow This feature manages document
expiration and retention by
allowing participants to decide
whether to retain or delete expired
documents.
Document Sets This feature provides the content
types required for creating and
using document sets. Create a
document set when you want to
manage multiple documents as a
single work product.
Library and Folder Based
Retention
This feature allows list
administrators to override content
type retention schedules and set
schedules on libraries and folders.
Publishing Approval Workflow This feature routes a page for
approval. Approvers can approve
or reject the page, reassign the
approval task, or request changes
to the page. This workflow can be
edited in SharePoint Designer.
Search Engine Sitemap This feature improves the search
engine optimization of a website
by automatically generating a
search engine sitemap on a
recurring basis that contains all
valid URLs in a SharePoint
website. Anonymous access must
be enabled to use this feature.
Search Server Web Parts and
Templates
This feature will add the Search
Server Web Parts and Display
Templates to your site. The search
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will work on most sites without
this feature being activated, but if
you get a message about missing
templates when searching, then
activate this feature.
SharePoint 2007 Workflows This feature will aggregate set of
out-of-box workflow features
provided by SharePoint 2007.
SharePoint Server Enterprise Site
Collection features
It enables many important features
of SharePoint by activating the
InfoPath Form services, Visio
Services, Access Services and
Excel Services.
SharePoint Server Publishing
Infrastructure
This feature provides centralized
libraries, content types, master
pages and page layouts and enables
page scheduling and other
publishing functionality for a site
collection.
SharePoint Server Standard Site
Collection features
This feature enables features such
as user profiles and search,
included in the SharePoint Server
Standard License.
Site Policy This feature allows site collection
administrators to define retention
schedules that apply to a site and
all its content.
Three-state workflow This feature enables a Three-state
workflow to track items in a list.
Video and Rich Media This feature provides libraries,
content types, and web parts for
storing, managing, and viewing
rich media assets, like images,
sound clips, and videos.
Workflows This feature aggregates set of out-
of-box workflow features provided
by SharePoint.
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10.2 Configure and Active Site Features
Site Admin or SharePoint Analyst has to configure and activate site features after activating site
collection features. Make sure this step has to be done before letting business owner use.
With the proper permissions – Full Control, Design, or Edit – you can activate or deactivate
specific features for your site. As an example, working with a Team site you can choose to
activate a feature that creates a Microsoft OneNote notebook in the Shared Documents library of
the site. Or perhaps you want to add community functionality such as discussion categories,
content and people reputation and a members list.
To activate or deactivate features for a site
1. Navigate to the site you want to configure.
2. Click Site Settings .
3. On the Site Settings page, under Site Actions, click Manage site features.
4. Click Activate next to the feature you want to activate on the site, or click Deactivate if you
want to turn off the feature on the site.
The table below describes features available for activation on a site. It depends on Site Template,
Site Admin or SharePoint Analyst will decide which features have to be activated.
Site Features Description Activate/ Deactivate
Access app Adds the Access web application Activate
Automatic Mobile Browser
Redirection
Automatically redirects the requests
from supported mobile browsers to
default mobile pages. Refer to
configuration files for supported
mobile browsers. Non-collaborative
sites relying on branded Publishing
pages typically do not make use of
this feature.
Activate
BICenter Data Connections Feature For BI site collection
Class My Site Host Content Adds class and group content to the
My Site Host site collection
Deactivate
Class Web Types Adds required content types to the
SharePoint class web.
Deactivate
Community Site Feature Adds community functionality such
as discussion categories, content and
people reputation, and the members
list. It also provisions community site
pages which contain these lists and
features.
Deactivate
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Content Management Interoperability
Services (CMIS) Producer
Make the data stored in this
SharePoint site collection available to
application via the Content
Management Interoperability Services
(CMIS) interfaces using SOAP and
AtomPub.
Deactivate
Content Organizer Create metadata based rules that move
content submitted to this site to the
correct library or folder.
Activate
Discover Project Sites Deactivate
Duet Enterprise - SAP Workflow Enables the site to host SAP
workflow task types
Deactivate
Duet Enterprise Reporting Retrieves data from the SAP System
and generates reports. You can also
create and save report settings to
generate reports according to your
personal preferences
Deactivate
Duet Enterprise Site Branding Enables the Duet Enterprise logo
appear as the site logo
Deactivate
External System Events Enables Alerts and Event Receivers
on the External List and External
Content Types.
Activate
Following Content Enables users to follow documents or
sites.
Activate
Getting Started Creates an instance of the Promoted
Links list with items about how to get
started with your SharePoint site.
Activate
Getting Started with Project Web App Creates an instance of the Promoted
Links list with items about how to get
started with your Project Web App
site.
Deactivate
Group Work Lists Provides Calendars with added
functionality for team and resource
scheduling.
Activate
Hold Used to track external actions like
litigations, investigations, or audits
that require you to suspend the
disposition of documents.
Deactivate
Metadata Navigation and Filtering Provides each list in the site with a
settings page for configuring that list
to use metadata tree view hierarchies
and filter controls to improve
navigation and filtering of the
Activate
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contained items.
Minimal Download Strategy A technique that enables faster and
more fluid web navigation experience,
in pages and site templates that
support it, by downloading and
rendering only those portions of a
page that are changing.
Activate
Mobile Browser View Enables a mobile view for document
libraries and other lists in a Team site,
for smartphone browsers.
Activate
Offline Synchronization for External
Lists
Enables offline synchronization for
external lists with Outlook and
SharePoint Workspace.
Activate
PerformancePoint Services Site
Features
Features enabling the
PerformancePoint Services list and
document library templates.
For BI site. Deactivate
Project Functionality This feature adds project management
functionality to a site. It includes
tasks, a calendar, and web parts on the
home page of the site.
Activate
Project Proposal Workflow Provides a review workflow for
managing project proposals.
Deactivate
Project Web App Connectivity Provides the lists required within a
Project Site for integration with
Project Web App including issues,
risks, and deliverables.
Deactivate
Project Sites Collaboration Lists Provides the lists required within a
Project Site for integration with
Microsoft Project Server including
Project Documents, Project Issues,
Project Risks, and Project
Deliverables.
Deactivate
Push Notifications Enables platform functionality that
will allow mobile devices to subscribe
to notifications for events that happen
on this SharePoint site.
Deactivate
SAP Workflow Web Parts Enables the usage of SAP Workflow
Web Parts.
For BI site. Deactivate
SharePoint Server Enterprise Site
features
Features such as Visio Services,
Access Services, and Excel Services
Application, included in the
SharePoint Server Enterprise License.
Activate
SharePoint Server Publishing Create a Web page library as well as Activate
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supporting libraries to create and
publish pages based on page layouts.
SharePoint Server Standard Site
Features
Features such as user profiles and
search, included in the SharePoint
Server Standard License.
Activate
Search Config Data Content Types Install content types designed to
manage search configuration.
Activate
Search Config Data Site Columns Install columns designed to manage
information about search
configurations.
Activate
Search Config List Instance Features Provisions a list to enable the import
and export of Search Configurations.
Activate
Search Config Template Feature
Site Feed Enables the use of site feeds. Activate
Site Mailbox The Site Mailbox app helps you keep
email and documents close together
by connecting to your site to an
Exchange mailbox. You can then
view your email on SharePoint, and
view site documents in Outlook
Deactivate
Site Notebook Creates a Microsoft OneNote
notebook in the Shared Documents
library and places a link to it on the
Quick Launch
Activate
Team Collaboration Lists Provides team collaboration
capabilities for a site by making
standard lists, such as document
libraries and issues, available
Activate
Team Mailbox Set up a shared mailbox for your team
and access it from this site as well as
from Outlook
Deactivate
Wiki Page Home Page This site feature will create a wiki
page and set it as your site home page
Activate
Workflow Task Content Type
Adds the SharePoint 2013 Task
content type to the site
Activate
Workflows can use app permissions Enables workflows to read from and
to write to all items from the site
Activate
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11. Set up Page Layouts and Site Templates
11.1 Page Layouts and Site Templates
Site Admin or SharePoint Analyst has to set up page layouts and site templates before letting
business owner use.
On the right side, there are page layouts that allowed to use.
Basic Search Center (All)
Blog (All)
Business Intelligence Center (All)
Community Site (All)
Document Center (All)
Enterprise Search Center (All)
Project Site (All)
Publishing Site (All)
Publishing Site with Workflow (All)
Team Site (All)
11.1.1 Sub-site template. Select Subsites can only use the following site templates. On the right
column, there are site templates allowed in the system. See Figure 6.
Figure 6
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11.1.2 Page Layouts
See Fig. 7. Select “Pages in this site can only use the following layouts”. On the right
side, there are page layouts that are allowed to use.
(Article Page) Body
(Article Page) Image on right
(Article Page) Summary Links)
(Catalog-Item Reuse) Blank Catalog Item
(Catalog-Item Reuse) Catalog Item Image on Left
(Enterprise Wiki Page) Basic Page
(Project Page) Basic Project Page
(Welcome Page) Blank Web part page
(Welcome Page) Splash
(Welcome Page) Summary links
Figure 7
New Page Default Settings: See Figure 8.
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Figure 8
11.2 Rules of creating URL name for site pages & pages
Avoid special characters: %, &, { }, [ ], ( ), semi colon, “, period, comma, “;”, \, /, ?, $, #, *, @, !,
number, and space. No space for creating URL name for site pages and pages.
11.3 Set up top landing page for SharePoint Site
Go to Site Pages library. Click File on the tap. Click New Document on the ribbon. Select Web
part page in the drop down menu.
TravelClick Business Owner prefer to use a web part page for the top landing page: Right
column, Header, Footer, Top Row, 3 columns. See Figures 9, 10, 11.
Notes: Each site owner will have a different favorite page layout for his or her top landing
page.
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Figure 9
Figure 10
Figure 11
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Figure 13
12. Introduction to Default Apps
12.1 Shared Documents App
Figure 12
12.2 Asset Library
This is a library where you can save shared and published images, videos,
and audios. Especially, only for videos and audios. Types of files: .asf,
.avi, .wmv, .mp4, .mp3, .ogg, .ogv, .webm, .wma
12.3 Site Assets and Style Library:
DO NOT TOUCH !
Figure 14
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12.4 Images Library
Figure 15
12.5 Pictures Library
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12.6 Pages Library
Figure 16
12.7 Site Collection Images
Figure 17
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12.8 Workflow Tasks
Figure 18
12.9 Microfeed
DO NOT TOUCH!
Figure 19
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12.10 Form Templates
DO NOT TOUCH !
Figure 20
12.11 Site Collection Documents
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12.12 Content and Structure Reports
12.13 Reusable Content
12.14 Site Collection Help
12.15 Site Management Audits
12.16 Archives
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12.17 Site Pages Library
Figure 21
13. Web Parts
13.1 Web Parts Overview
Web Parts are reusable components that display content on web pages in SharePoint 2013. Web Parts
are a fundamental component in building SharePoint pages. A number of Web Parts ship right out of the
box with the different editions of SharePoint, and you can also purchase third-party Web Parts.
Note: The Web Parts that you have available depend on which SharePoint 2013 edition you use as well
as which features are activated. For example, the PerformancePoint Web Parts are available only with
the Enterprise license and only when the PerformancePoint Services feature is activated.
The following is a list of the common Web Part categories:
Apps: Each app instance you have added to your site has an associated Web Part. The app Web
Parts enable you to add a view into the data in your app to your web pages.
Blog: Provides Web Parts for a blog site.
Business Data: A group of Web Parts that display business information, such as status, indicators,
and other business data. This group also includes Web Parts for embedding Excel and Visio
documents and displaying data from Business Connectivity Services (BCS; a component of
SharePoint that allows you to connect to data stored outside SharePoint).
Community: A group of Web Parts for the community features of SharePoint, such as membership,
joining a community, and information about the community. In addition, there are tools for
community administrators.
Content Rollup: Contains Web Parts that are used to roll up (aggregate) content, such as rolling up
search results, providing project summaries, displaying timelines, and showing relevant documents
from throughout the site.
Document Sets: Web Parts specifically designed for working with sets of documents.
Filters: Web Parts that can be used to filter information. These Web Parts are designed to be
connected with other Web Parts in order to provide a useful filtering mechanism. For example, you
might have a list of content and want users to be able to filter based on certain criteria. You could
use these Web Parts to provide the filter mechanism.
Forms: Web Parts that allow you to embed HTML or InfoPath forms in a page.
Media and Content: Web Parts that display media, such as images, videos, and pages. In addition,
there is also a Web Part for displaying Silverlight applications.
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PerformancePoint: Web Parts specifically designed for PerformancePoint services.
Project Web App: Web Parts specifically designed for Project Server. These Web Parts include
functionality for displaying information about a project, such as issues, tasks, timesheets, and status.
Search: Provides Web Parts for search functionality, such as the search box for entering a query,
search results, and refinement of results.
Search-Driven Content: Provides Web Parts that display content based on search. For example,
Web Parts that show items matching a certain tag, pages based on a search query, and recently
changed items.
Social Collaboration: Web Parts designed for the social components of SharePoint, such as user
contact details, shared note board, tag clouds, and user tasks.
13.2 Daily Use of Web Parts
13.2.1 . Libraries & Lists
The Web Parts listed in this category are actually different forms of the List View Web
Part. When the List View Web Part displays data from certain lists or libraries, it also takes
the name of the list or library. In this way, the Announcements Web Part is actually a List
View Web Part that displays a list of announcements; a Calendar Web Part is a List View
Web Part that displays a calendar, and so on.
You can add a List View Web Part for the same list to several different Web parts or pages.
Each will show the same data (in your own customized view, if you wish), and changes
made to the data in one place will appear in all of the other places.
Notes: You will often hear the term, “List View Web Part,” but you will not find a Web
Part by that name. A List View Web Part automatically takes the name of the list for which
it displays data. Thus, the List View Web Part for a calendar list is called “Calendar.”
Similarly, when you create a new list or library on your site, a List View Web Part of the
same name as that list or library is automatically created for you. For example, if you create
a list called Customers, a List View Web Part called Customers will be available in the Site
Name Gallery. The Web Part automatically displays the data contained in the list or library
that you created.
Web Parts in this category are intended primarily to facilitate collaboration and
communication among team members. When you create a new team site, the home page
for that team site automatically contains Announcements, Calendar, Links, and Site Image
Web Parts. Because a team site also features a Shared Documents library, a Tasks list, and
a Team Discussions list, you can also add Web Parts for these types of lists to the home
page.
You can add Web Parts to other pages to show the contents of these lists. For example, if
your group has several document workspace sites, you could add a Web Part that shows the
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same group calendar information on each site, so users don't have to click back to the home
page to stay up-to-date.
Apps Purpose
Announcements
The Announcements list contains messages posted by
contributors to the site (who have necessary
permissions). Use the List View Web Part named
Announcements to display and update these
messages on a site.
Calendar The Calendar list contains upcoming meetings,
deadlines, and other important events. You can add a
Calendar List View Web Part to various locations on
a site to display and update the information on the
calendar.
Shared Documents A unique Shared Documents library is standard on all
team and document workspace sites. You can add the
Shared Documents List View Web Part to pages that
are subordinate to the site where the library
originated, but not to other sites. Use the Shared
Documents List View Web Part to provide quick
access to team documents in different locations on
the site
Site Assets This library stores TravelClick policy files,
TravelClick logo, and OOTB javascript files and
pages.
Site Pages This library stores pages on the site. You can use the
Web Part to display links to all those pages from a
single page of your site
Tasks The Tasks list is where team members can keep track
of work that needs to be done. Add the Tasks List
View Web Part to a page to view and update the list
of tasks
13.2.2 Content Rollup
Web Parts Purpose
Content Search/ Query Content Search Web Part displays search results in a
way that you can easily format. Each Content Search
Web Part is associated with a search query and shows
the results for that search query.
You can use display templates to change how search
results appear on the page. Display templates are
snippets of HTML and JavaScript that render the
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information returned by SharePoint. The information
to be displayed gets inserted into the page in JSON
format
The CSWP can return any content from the search
index. Use it on your SharePoint 2013 sites when you
are connecting to a search service and want to return
indexed search results in your pages.
The CSWP returns content that is as fresh as the
latest crawl of your content, so if you crawl often, the
content that the CSWP returns is more up-to-date
than if you crawl infrequently. If you need to display
instant content or the refreshed version of content,
use the Content Query Web Part (CQWP) instead.
Search crawls only the major versions of content,
never the minor versions. If you want to display the
minor versions of your content, do that by using a
CQWP.
Some site collection administrators mark sites to not
be indexed. Content marked in this way is not
available in a CSWP. If you want to return results
from a site that is marked to not index, use the
CQWP instead
Summary Link You can use a Summary Link Web Part or field
control to create groups that you can use to organize
links, to add new links, and to sort the links and
group headers that are in the Web Part. Two page
layouts already contain a Summary Link field control
when you use them to create a page:
Article page with summary links
Welcome page with summary links
Welcome splash page
Project Summary The Project Summary web part provides a high-level
view of the events and tasks involved in a project. By
default, it is included on the Home page for a project
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site. It can also be added to any other site that
includes a task list.
The left side of the Project Summary web part
includes a countdown to the due date for the next task
shown on the timeline. If the timeline is not
displayed, the web part counts down to the due date
for the task with the closest future due date. Next to
the countdown, the web part can display either the
timeline for the project, or a list of late and upcoming
tasks and calendar events. You can use the arrow
buttons, at the upper-right corner of the web part, to
cycle between the timeline and the late/upcoming
tasks and events
Timeline The timeline that is included in the Project Summary
web part provides an overview of the tasks that are
captured in the primary task list on the site. You can
click Add Task or Edit List to work with the task
list for the site
13.2.3 Media and Content
Web Part Purpose
Content Editor Allows authors to enter rich text content, add
document links, page links, and images
Image Viewer Displays a specified image. Allow an editor to show
an image.
Media Web Part Use to embed media clips (video and audio) in a web
page.
Picture Library Slideshow Web Part Use to display a slideshow of images and photos
from a picture library.
Script Editor Allows authors to insert HTML snippets or scripts.
(OOTB scripts)
Silverlight Web Part A web part to display a Silverlight application.
Page Viewer Displays another Web page on this Web page. The
other Web page is presented in an IFrame.
SharePoint List Filter Point to a SharePoint List and the specify the value of
a column, such as title, description or document type.
Users can browse to the list and choose from the item
type you specify.
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Silverlight Show a Silverlight embedded client-side application
Business Data Actions Shows a list of actions from the Business Data
Catalog
Business Data Catalog Filter Allows you to choose one entity from the BCS and
specify value column and description column.
Choice Filter Allows you to specify values in the tool pane of the
Web part. Users select one of the values from a drop-
down menu that appears on the page.
13.2.4 Forms Web part
Web Part Purpose
HTML Form Web Part Connects simple form controls to other Web Parts.
Renders simple HTML5 form controls which can be
connected to other web parts.
InfoPath Form Web Part Use this Web Part to display an InfoPath browser-
enabled form
13.2.5 Business Data
Web Part Purpose
Business Data Actions Displays a list of actions from Business Data
Connectivity
Business Data Connectivity Filter Filters the contents of Web Parts using a list of values
from the Business Data Connectivity
Business Data Item Displays one item from a data source in Business
Data Connectivity
Business Data Item Builder Creates a Business Data item from parameters in the
query string and provides it to other Web Parts
Business Data List Displays a list of items from a data source in
Business Data Connectivity.
Business Data Related List Displays a list of items related to one or more parent
items from a data source in Business Data
Connectivity.
Excel Web Access Use the Excel Web Access Web Part to interact with
an Excel workbook as a Web page.
Indicator Details Displays the details of a single Status Indicator.
Status Indicators display an important measure for an
organization and may be obtained from other data
sources including SharePoint lists, Excel workbooks,
and SQL Server 2005 Analysis Services KPIs.
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Status List Shows a list of Status Indicators. Status Indicators
display important measures for your organization,
and show how your organization is performing with
respect to your goals.
Visio Web Access Enables viewing and refreshing of Visio Web
Drawings.
13.2.6 Social Collaboration
Web Part Purpose
Contact Details Displays details about a contact for this page or site
Organization Browser This Web Part displays each person in the reporting
chain in an interactive view optimized for browsing
organization charts
Site Feed Site Feed contains microblogging conversations on a
group site
Site Users Use the Site Users Web Part to see a list of the site
users and their online status
Tag Cloud Displays the most popular subjects being tagged
inside your organization
User Tasks Displays tasks that are assigned to the current user.
13.3 How to add a web part on a page
Adding a web part to a page is a very simple task. You can follow the steps below to add a web
part to a page:
Step 1: On your homepage, click Settings -> Edit Page.
Step 2: * Depending on the type of page you are editing, your process may be slightly different
for the next step:
1. If the page is a Web Part page, you will see blocks on the page that have- Add a Web Part
link, Click the Add a Web Part link for the desired area of the page to which you want to add
a Web Part.
2. If the page is a Wiki Page, put your mouse cursor in the area of the page to which you want
to add a Web Part, click the Insert tab of the ribbon menu at the top of the page, and click the
Web Part button.
Step 3: A new pane is now displayed at the top of the page. Select the category of the Web Part
you want to add.
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Step 4: Once you select a category, all Web Parts associated with that category are listed in the
Parts area of the screen. Select the Web Part you want to add.
Step 5: Once you select your Web Part, you can click the Add button to complete the process of
adding the Web Part to the page
13.3.1 Changing Web Part Properties
The Web Part properties that are available vary between different types of Web Parts,
but there are a standard set of options exists across all Web Parts. The following list
describes each of the standard Web Part settings:
Appearance: The Appearance section allows you to title the Web Part, fix the
height and width as necessary, and determine the chrome type. Chrome is another
word for the Web Part title and border options.
Layout: In the Layout section, you can change the zone location of the Web Part,
as well as hide it without closing it.
Advanced: This section contains many of the options you use to allow users with
permissions to modify Web Parts.
Figure 22
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Figure 23
13.3.2 Removing or minimizing a Web Part
You have two options for removing a Web Part from your page — closing or
deleting. Closing a Web Part leaves the Web Part on the page so you can enable it
again for future use. Deleting the Web Part removes the Web Part from your page
(but doesn’t delete it from SharePoint). To delete or close a web part use the Web
Part properties pane, which is accessible via every Web Part’s Edit Web Part menu.
13.4 How to use a web part
13.4.1 Content Editor Web Part
The properties of webparts are displayed in categories. The categories “Appearance,” “Layout”, and
“Advanced”, are common to all Webparts irrespective of the type of WebPart.
Figure 24
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Figure 25
Chrome State
By default it would be set as Normal, the other option is Minimized. If it’s set to
Minimized the WebPart content will be hidden from display.
Chrome Type
This property controls the display type of the WebPart. If this property is set as None ,
the WebPart displays the content without any border or title. If it is set to Default , then
Title and Border will be displayed.
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Figure 26
Hide
Selecting this will hides the web part from display
Direction
Changes the direction of text (content) alignment
Zone
Displays the list of Web Part Zones available in that page. Can be used to move Web
Parts from one zone to another.
Zone Index
The order in which web part has to be displayed within the web part zone. Need not to be
in the continuous numbers. Web Parts will be displayed in the ascending order of Zone
Index
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Figure 27
13.4.2 Project Summary and Timeline web parts
To change which timeline is used on the Project Summary web part:
1. On the Page tab, click Edit Page.
2. Click once in the Project Summary web part, and then, on the Web Part tab, click
Web Part Properties.
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3. Choose the Primary Task List for the web part. This is the task list that is used for
the due date countdown, and it determines which timeline is displayed.
4. If you don’t want to include a timeline on the Project Summary web part, under
Headlines, clear the Timeline check box.
5. Click OK on the Project Summary web part properties box.
6. On the Page tab, click Stop Editing.
Late and upcoming tasks and events
You can also use the Project Summary web part to view tasks from the task list(s) or
events from the calendar(s) with due dates that have either recently passed, or that are
coming up relatively soon.
Note: Tasks that are included on the timeline are not included in the list of late and
upcoming tasks.
If you have permissions to edit the Project Summary web part, there are a few different
things that you can change about which tasks and events are listed.
To change the late and upcoming lists on the Project Summary web part:
1. On the Page tab, click Edit Page.
2. Click once in the Project Summary web part, and then, on the Web Part tab, click
Web Part Properties.
3. Under Headlines, select the check box next to late and/or upcoming for each list that
you want to include in the web part.
4. If you have multiple task lists on the site, and you want to include more than just the
primary task list in the list of late tasks on the Project Summary web part, click edit,
next to late.
5. Select the check box next to each task list that you want to include in the list of late
tasks, and then click OK. Skip this step if you are not changing the list of late tasks.
6. To change what tasks and events are included in the upcoming list, click edit, next to
upcoming. If you are not making changes to the list of upcoming tasks and events,
skip to Step 9.
7. Select the check box next to each task list or calendar that you want to include in the
list of upcoming tasks and events.
8. If you want to change the timeframe for upcoming tasks and events, you can type a
different number of days in the box next to Show items for the following number of
upcoming days, and then click OK. By default, the Project Summary web part
includes tasks and events that have due dates or that are occurring within the next 14
days.
9. Click OK on the Project Summary web part properties box.
10. On the Page tab, click Stop Editing.
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Add tasks to your project
One of the first steps to managing a project is to add the tasks that get your project done.
Your list of tasks can be as simple as a checklist of things that need to get done, or it can
be somewhat more involved, with start and finish dates, relationships with other tasks,
and other associated task information. A simple checklist of tasks and a scheduled list of
tasks both use the same list on your site, so you can start with a simple checklist, and then
add detail to the tasks later to make it a scheduled list of tasks.
Add a simple checklist of tasks
If you are just getting started with your project planning, or if you don’t anticipate this
project being particularly complicated, a simple checklist of tasks may be enough for you
to effectively manage your project. Your checklist may include due dates for your
project’s tasks, and assignments to project team members.
To add a simple checklist of tasks:
1. On the Quick Launch for your site, click Tasks.
2. On the Tasks page, click Edit.
3. In the Task Name column, type a name for each task that needs to be completed in
your project. Press Enter to move to the next line after adding a task.
Tip Do you want to add a new task between two tasks that are already listed? Click in
the space to the left of the check box for an existing task, and then press Insert. A new
row is added above the existing task that you selected. You can also click Insert in the
Hierarchy group on the Tasks tab.
1. In the Due Date column, type or select a date for when each task in the list should be
complete. If you’re not sure when a task needs to be complete, leave this column
blank for that task.
2. In the Assigned To column, type or select the name of each person who will work on
each task in the list.
Tip A best practice is to only assign one person to each task. If you need to assign more
than one person, this can lead to issues with marking tasks as complete. If Ann finishes
her work on the task, it makes sense for her to check it off as complete on her My Tasks
page. However, this marks the task as complete for everyone assigned, not just Ann.
Someone else on the task may still have work to do. If you decide that you do still need to
assign more than one person to a task, you can separate names with a semicolon (;).
3. When you have finished adding your simple checklist of tasks, click Stop.
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Another quick way to add a simple checklist of tasks is by pasting a list from an Excel
worksheet. As long as the columns you use in the worksheet line up with the columns
that are displayed on the Tasks page, you can simply click in the task list and paste your
worksheet data. Names will be paired with accounts, if possible, in the Assigned To
column.
As you work on your project, you can select the check box beside each task name when
the task is completed.
If you find that you need more control over the tasks in your simple checklist, you can
use the steps in the next section to add detail to your tasks, to make a more robust
scheduled list.
Add a scheduled list of tasks
If your project is somewhat complex, you may find that a scheduled list of tasks helps
you keep track of the work in a more manageable way.
To add a scheduled list of tasks:
1. On the Quick Launch for your site, click Tasks.
2. On the Tasks page, click New Task. Or, on the Tasks tab of the ribbon, click New
Item.
Note If you initially created a simple checklist of tasks, but the project became a bit
more involved, you can easily add more detail to your existing tasks. To select a task,
click in the space to the left of the check box for it, and then, on the Tasks tab of the
ribbon, click Edit Item. This opens the task so that you can add greater scheduling
detail.
3. Type a name for your task in the Task Name box.
4. Type or select a start and finish date for your task in the Start Date and Due Date
boxes. If you’re not sure of either of these dates, leave this information out for now.
You can always return later and add information by editing the task.
5. Type the name or email address of the person you want to work on the task in the
Assigned To box.
Tip A best practice is to only assign one person to each task. If you need to assign more
than one person, this can lead to issues with marking tasks as complete. If Ann finishes
her work on the task, it makes sense for her to check it off as complete on her My Tasks
page. However, this marks the task as complete for everyone assigned, not just Ann.
Someone else on the task may still have work to do. If you decide that you do still need to
assign more than one person to a task, you can separate names with a semicolon (;).
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6. If work has already begun on the task, enter a percentage in the % Complete box, to
indicate approximately how much work has been done, and what is left to do.
Tip This is a great field for your project’s team members to update on a regular
basis. It can help you understand how work on your project is progressing, and
whether your project is on track to finish on time.
7. Type a brief description of the task in the Description box, if you would like to
provide greater detail about the work that is involved. This may be helpful for
executives or other stakeholders who are trying to understand your project.
8. Use the boxes and buttons next to Predecessors to indicate which tasks in your
project need to be completed before the current task can start.
For example, let’s say you create a task called “Publish press release,” which can’t
begin until the “Write press release” task has completed. Select the “Write press
release” task from the box on the left, and then click Add to move it to the box on the
right. This indicates that the “Write press release” task is a predecessor to (that is, it
precedes) the “Publish press release” task.
9. Select the appropriate priority level from the Priority list.
10. Select the appropriate status level from the Task Status list.
Tip This is another field that is helpful for your project team members to update
regularly. It can help you stay on top of work blockages, schedule delays, and other
critical scheduling issues.
11. Click Save.
Work with your task list
As you work with your list of tasks, those with due dates listed in red are late. Once you
mark a late task as complete by selecting the check box next to the task, the due date no
longer appears as red text.
Also, you can switch between different views of your task list by clicking the view links
above the list. You can choose from All Tasks, Calendar, Completed, Gantt Chart,
Late Tasks, My Tasks, and Upcoming, or you can modify an existing view or create
your own view of your task list. If the view you want to use isn’t listed above the task
list, click Click for additional options (…) next to the view links and choose the view
you want to use.
Indent, outdent, move, and delete tasks
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After you add a list of tasks to your site, you may want to change the way they are
structured in the task list. You can indent or outdent a task, move a task up or down in the
list, or permanently delete a task from the list.
You may want some tasks to be indented below others, to indicate a set of subtasks that
fall under a larger task in your project. There are two ways to do this:
Indent and Outdent buttons Click the space to the left of the check box for the task you
are indenting or outdenting, or press Ctrl and click the space to the left of the check box
to select multiple tasks. Then, on the Tasks tab, in the Hierarchy group, click Indent or
Outdent.
Keyboard shortcuts With the task selected, press Alt+Shift+Right Arrow to indent the
task, or Alt+Shift+Left Arrow to outdent the task.
Tip You can also indent tasks as subtasks when you are creating them. In the task
list, click Open Menu (…) for the task that you want to use as the parent task for the
subtask you are adding. On the box that appears, click Create Subtask.
You can also move tasks up and down in the task list. There are three ways to do this:
Drag: Click the space to the left of the check box for the task you are moving. The
cursor turns into a four-way arrow. Click and drag the task to the location in the task list
where you want the task listed. The task list must be open for editing to use this method.
Move Up and Move Down buttons Click the space to the left of the check box, to the
check mark, for the task you are moving. On the Tasks tab, in the Hierarchy group, click
Move Up or Move Down to move the task within the list.
Keyboard shortcuts Select the task that you want to move, and then press Alt+Shift+Up
Arrow to move the task up in the list, or press Alt+Shift+Down Arrow to move the task
down in the list. The task list must be open for editing to use this method.
If you decide that you no longer need a task as part of your project, you can delete the
task from your task list. There are three ways to do this:
Keyboard shortcuts Select the task(s) you want to remove, and then press Delete. The
task list must be open for editing to use this method.
Delete Item button Click the space to the left of the check box, or the check mark, for
the task you are removing, or press Ctrl and click the space to the left of the check box to
select multiple tasks. Then, on the Tasks tab, in the Manage group, click Delete Item.
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Open Menu Click Open Menu (…) for the task you are removing, and then, on the box
that appears, click Open Menu (…) again. Click Delete Item.
Change the fonts and colors
You can change the font face, size, format, and color for the text used on the timeline.
You can also change the fill colors used for the timeline bars, diamonds, and background.
To change the fonts and colors used on the timeline:
1. Click once on the timeline to select it.
2. To change the font used on a timeline bar or diamond, click the bar or diamond, and
then, on the Timeline tab, in the Font group, change the font face, size, format, and
color.
Tip When you click a bar or diamond on the timeline, a box appears with
information about that task. If this box is in the way when you’re ready to format a
different bar or diamond, simply click the X in the top right corner of the box to close
it.
3. To change the color used to fill in a bar or diamond, click the bar or diamond, and
then, on the Timeline tab, in the Font group, click Highlight Color, and choose a
color.
Note The color used to fill a diamond is also used for the line drawn between the
diamond and the task name.
4. To change the color used to fill in the background of the timeline, click in a space in
the timeline that isn’t filled by a bar or diamond, and then, on the Timeline tab, in the
Font group, click Highlight Color, and choose a color.
Change how dates are displayed
By default, the timeline includes task dates, a marker indicating the current date, and
dates across the top to mark the timescale. However, you can also include the overall
project start and finish dates, or choose to hide any of the default date indicators. You can
also choose the format for task start dates and due dates.
To choose how you want to include dates on the timeline:
1. Click once on the timeline to select it.
2. On the Timeline tab, in the Show/Hide group, select the check box next to each type
of date that you want to include on the timeline:
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o Task Dates Select the Task Dates check box to display the start date and due
date for each task within the task’s bar or next to the task’s diamond.
o Today Select the Today check box to display an indicator on the timeline for
the current date.
o Start & Finish Select the Start & Finish check box to display a start date at
the beginning of the timeline and a finish date at the end of the timeline. These
dates are taken from the earliest task start date, and the latest task due date.
o Timescale Select the Timescale check box to display markers across the top of
the timeline at dated intervals.
3. To choose the format to use for dates within task bars or next to task diamonds, on the
Timeline tab, in the Show/Hide group, click Date Format, and select the format you
want to use.
Change how tasks appear
Tasks without a start date, or tasks that have a start date but no due date, always appear as
diamonds on the timeline. A task with a start date and a due date, however, can appear as
a bar on the timeline, or you can choose to display it as a callout above the timeline. This
can be particularly useful if you have chosen to indent tasks in your task list as a way to
communicate different phases of a project, or larger tasks that have several subtasks. See
Fig. 28
For example, let’s say you have a task list like this:
Phase 1
o Task A
o Task B
o Task C
Phase 2
o Task D
o Task E
You might choose to display Phase 1 and Phase 2 as callouts on the timeline, and Tasks
A through E as bars on the timeline.
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Figure 28
To display a task as a callout on the timeline, click once on the task bar, and then, on the
Timeline tab, in the Current Selection group, click Display as Callout. If you decide
you would rather return the callout to the timeline as a bar, click once on the callout text,
and then, on the Timeline tab, in the Current Selection group, click Display as Bar.
You can also remove tasks from the timeline entirely, without removing them from the
task list. This can be helpful if you need to simplify the timeline, or if you would prefer
that some tasks didn’t show up in the Project Summary web part.
There are two ways to remove a task from the timeline:
Click once on the bar, diamond, or callout text, and then, on the box that appears,
click Remove from Timeline.
Click once on the bar, diamond, or callout text, and then, on the Timeline tab, in the
Current Selection group, click Remove from Timeline.
Lock the timeline width
After you have added tasks to the timeline and arranged them in a way that you feel
accurately represents the project, you can lock the timeline width so that others who view
the timeline see the timeline for your project in the way you have intended. If you do not
lock the timeline width, the width will vary based on the size of the window being used to
view the timeline.
To lock the timeline width, arrange the timeline to accurately represent your project, and
then, on the Timeline tab, in the Actions group, click Lock Timeline Width. Now, when
someone else views your timeline, it will remain at the width that you have set, regardless
of the viewer’s window size.
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13.4.3 Summary Links Web Part
The Summary Links Web Part is located in the Content Rollup section. See Fig. 29
Figure 29
Click the New Link Button on the Summary Links toolbar on the web part. See Fig.
30
Figure 30
Enter the title and description you want to display for the new Summary Links Web
Part. Enter the hyperlink in the Link URL field See Fig. 31
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Figure 31
Select an image to associate with the link by entering the path to the image in the
image URL field. (Optional) See Fig. 32
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Figure 32
Click OK. We have this Summary Link Web Part. See Fig. 33
Figure 33
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13.4.4 Image View Web Part
Select which web part zone you want to add Image View Web Part. Then. Click Add
a Web Part. Select Image View Web Part in Media and Content section. Click
Add. See Fig. 34
Figure 34
Click Open the tool pane to add an image URL link. See Fig. 35
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Figure 35
Enter Image URL link into Text Link field. OK. See Fig. 36
Figure 36
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13.4.5. Media Web Part
Media Web Part is for adding video and audio on a web part page.
Choose the web part zone where you want to add Media Web Part.
Click Add a Web Part.
Select Media Web Part in Media and Content Section. Add. See Fig. 37.
Figure 37
Check the Media Web Part. Click Change Media on the ribbon. Select From
SharePoint. Your video or audio must be in Asset Library already. See
Figure 38.
Figure 38
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13.4.6. Excel Web Access Web Part
You can easily display Microsoft Excel charts and tables using the Excel Web
Access Web Part in Microsoft SharePoint 2013. This enables decision makers to
quickly view real-time data without having to locate the Excel workbook and find
the appropriate worksheet that contains the information.
This step-by-step guide assumes the creator knows how to create charts and tables
in Excel and has the knowledge to create a Wiki page in SharePoint.
a. Create an Excel workbook with charts and tables. Make sure to provide
meaningful “names” for each chart and table in the Name Box on the left side of
the formula bar. You will be referencing the chart or table names in the
SharePoint Web Part.
b. Upload the Excel workbook to a SharePoint Document Library. Since the Excel
file is in a Document Library, users will have a collaborative space to open and
edit the actual workbook file.
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c. Create a (Welcome) Blank Web Part Page.
d. While in the page edit mode, place the cursor where you would like to insert a
Web Part and from the Insert tab on the Ribbon, in the Parts group, click on
Web Part.
e. Select Excel Web Access from the Parts group in the Business Data
categories. Then click the Add button.
f. From the inserted Excel Web Access Web Part, click on the “Click here to
open the tool pane” link.
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g. From the Tool Pane in the Workbook Display group, click the browse button
to reference the uploaded Excel workbook, then click the browse button to “type”
in the Named Item (that was assigned in Excel) to display as the default.
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h. When you Save and Close the page, you can easily view Excel dashboards. As
the Excel workbook data changes, the Web Part will reflect changes in real-time.
i. You can select other Excel “Named” components from the View menu or
simply create additional Web Parts to display other chosen Excel charts or tables.
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13.4.7. How to use Visio Web Access Web Part
The Visio drawing will show live data in SharePoint. Visio Services can refresh
the connections to various data sources and recalculate graphics and text fields.
These are the main step for adding the Visio drawing:
Open a Visio file in Visio and save it to a SharePoint document library as a
Visio Web drawing
Add a Visio Web Access Web Part to a SharePoint page.
Connect the Web Part to the Web drawing file.
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14. How to create an internal page.
Click Site Contents on the Quick Launch. Find and Click Pages App. See Figure 39
Figure 39
Click Files on the tab. Click New Document on the ribbon. Select and Click Page item. See Figure
40
Figure 40
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In Title field, a user can use special characters.
In Description field, a user can use special characters.
In URL Name field, a user should not use any special characters. Avoid special characters for
URL name: ( ), { }, [ ], “ , &, *, %, #, $, @, /, \, `, ~, ?
See Figure 41
Figure 41
Click Create. A new page will appear in Pages Library. Click the link to continue to add more
content.
Always Save and check in and Publish the page after work.
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15. How to create a library app
There are 2 ways to start creating a library app. See Fig. 42
a) Your click “Steering” wheel, and select “Add an app” on the drop down menu.
b) Or click “Site Contents” on the left “Quick Launch” to find “Document Library” app.
Figure 42
This window will pop up for you. Select “Document Library” app for you to start building. See Fig. 43
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Figure 43
Type the name for your new library. Library name is URL name for a library. Avoid special characters
for creating a URL name for a library. Types of files: .doc, .docx, .xls, .ppt, .pdf. See Fig. 44
Figure 44
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You will find your new library here. See Fig. 45
Figure 45
There are two ways to create a column:
First. Click “Library” on the tab. Click “Create Column” on the ribbon. See Fig. 46
Figure 46
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Or click “Library” on the tab, then select “Library Settings” on the ribbon. See Fig. 47
Figure 47
Type the name for your new library’s column. See Figure 48. Create “Document Title” column
– “Single line of text” type. Click OK.
Figure 48
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Repeat the same step to create a column “Department.” Select “Choice” type: “Drop-down”
menu, “Radio Button,” or “Checkboxes”. See Fig. 49, 50,
Figure 49
Figure 50
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Figure 51
When you finish, it will pop up this window. See Fig. 52
Figure 52
How to re-arrange and add columns. Click “Library” on the tab. Select “Library Settings” on the
ribbon. See Fig. 53, 54
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Figure 53
Figure 54
It will take you to the Library Settings screen. Find and Click “All Documents” under
“View.”See Fig. 55.
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Figure 55
It will pop up the window of all columns that are not re-arranged. See Fig. 56.
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Figure 56
You can re-arrange all columns and check-in two columns “Created” and “Created By.” See Fig.
57.
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Figure 57
This is how your Training Document Library looks like. See Fig. 58.
Figure 58
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How to upload a document on Library app. There are two ways. Directly click “New Document”
or Select “Files” on tab bar. See Fig. 59
Figure 59
a) Select “New Document” to upload your document on Library. Browse and select your
document from a driver. Click OK. See Fig. 60
Figure 60
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b) Select “Files” on the Tab bar. Click “Upload Document”. Browse your document that you
need to upload onto library. See Fig. 61
Figure 61
16. How to create a list app
There are two ways to start creating a list app.
a) You click “Site Contents” on the Quick Launch
b) Or click the gear wheel, select “Add an app” on the drop down menu or “Site Contents”
It will show the window of Site Contents. Click “Add an app”. You will see a lot of apps. Find “Custom
List” app and select it to start creating a new customized list app. See Figure 62
Figure 62
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After you click this “Custom List” icon, it will show you a box that requires you to type a name for
your new list app. In this example, we are going to build a custom list app called “Sample List 1.”
Remember that no space in URL name for list. Click OK.
Click List on the tab. Find and Click List Settings on the ribbon. Find and Select List name,
description, and navigation. Here you can add space for the List name.
In this “Sample List 1,” here all columns that we need to create.
a) The first default column when we build a list app from scratch is “Title” column. We need to change
this column to “Project Title.”
b) Description column, the type is Multiline Type
c) Sample Department, column type is Choice – drop down menu
d) Start Date, Type: Date & Time Column, but we have to add this column from the existing list
e) Project Period, column type is Number
f) Project End Date, is a calculate column type.
g) Project Status, is a choice column type – radio buttons
h) Project Assigned to, a Person & Group column Type
i) Final step is to create a different view called “SampleView.” We need to turn off folder feature
because we have to avoid creating a folder on SharePoint. SharePoint Search may not be able to
search very well if there are a lot of folders and netted folders.
j) With “SampleView,” we only choose a few columns to show up: Project Title, Sample
Department, Project End Date, Project Status, Project Assigned to, Created by.
k) Turn off folders and set up grouping.
l) Re-ordering the columns, check and uncheck columns.
After you name your new custom list, it will appear on Quick Launch and on Site Contents.
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Now we click “Sample List 1” to start creating a column. There are two ways of creating a column: i)
Click “List” on the tab bar, then find “Create Column” on the ribbon; or ii) Click “List” on the tab bar,
then find “List Settings” on the ribbon.
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Now we create the 2nd column called Description. The type of Description column is a multiple lines
of text. We will use the first way of creating a column. First click List on the tab bar, then Click Create
Column on the ribbon. Type the name of the column in a Column Name box. We scroll down the screen
to decide whether or not you want the other functions for this column: Require that this column
contains information; Specify the type of text to allow: Plain text or Enhanced rich text. We leave the
other functions as it. Click OK.
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We will build the 3rd column by using the 2nd way. See Figure 12. Click List on the tab bar. Find and
Click List Settings. See Figure 13. It will show you the window of List Settings of Sample List 1.
Scroll down the screen to find Create Column under Columns. Click Create Column. See Figure 14.
Next you will see a menu of column types – it looks like Figure 10. At this time, we are going to create
a choice column called Sample Department. The type of this column is Drop-down menu. There are
three different types of choice: Drop-down menu, Radio Buttons, and Checkboxes. See Figures 15 &
16.
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Now we start filling the Type each choice on separate line box. Our drop down menu contains:
(Select…); CBS; IT; Management; Media; Products & Projects Management. Display choices using:
Drop-down menu. Allow “Fill-in” choices: No. Default value: Choice – (Select…).
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Repeat the same steps from Figure 12 to Figure 14 to create the other columns. See Figure 17. But at
this time, we create Start Date column from existing site columns. Find and Click Add from existing
site columns under Columns. See Figure 18.
You will see the window of “Add Columns from Site Columns. Scroll down Available site columns
box to find “State Date”. Click “Add” button. Add to default view. OK. See Figure 18 & 19. (We do
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not have to duplicate “State Date” column because this column was already in the system. We only
create this type of column unless we name it in a different name).
Now we create a column called “Project Period”. Type of column is Number. See Figure 20.
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Repeat the same steps of creating a column to create Project End Date column. Type of column is a
calculated column type. See Figure 21a.
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Scroll down the screen to fill in Formula box. Here the formula: “=[Start Date]+[Project Period]”.
The date type returned from this formula is: Date and Time. Date and Time Format: Date Only. OK.
See Figure 21b.
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Repeat the same steps to create a column called “Project Status”. It is a choice column type (Radio
Buttons). See Figures 22a and 22b.
a) Require that this column contains information: NO.
b) Type each choice for each separate line: Pending; In Progress; Approval; Denied
c) Display choices using: Radio Buttons
d) Allow “Fill-in” choices: No
e) Default value choice: Pending
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Click Sample List 1 to see how you have just built it. See Figures 23 & 24. Repeat the same steps to
create the last column called Project Assigned to. Type of column is “Person & Group”. See Figures
25 & 26.
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Now we start creating a new item. See Figures 28, 29 & 30. You will not see the calculated column
Project End Date here because it is a type of calculated column.
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In this step, we are required to change Title column to a new name called “Project Title”. Click List on
the tab, Click List Settings on the ribbon. See Figure 31.
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See Figure 32. If you click “List name, description and navigation,” you are able to change the name
of your list and decide whether or not you want your list to appear on Quick Launch. In this example, we
do not do it. Find and Click Title column under Columns. See Figure 33. In Column name box, we
will change the name. By default, the first column has to be required to fill in. Leave the others as it.
OK. See Figure 33.
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If you want to edit an item’s properties, simple click three dots “…”. It will show up a little pop up box
for you to edit, share, etc. See Figure 34.
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Finally we are going to create a new view. After we finish building a custom list from scratch and
changing the column name, here how it looks. See Figure 35. This is the default look. Will you please
do a manual calculation to figure out whether or not SharePoint can do a better calculation? However, a
few users do not like to see them all when they pull a list app on the site’s landing page. They just want
to see a few import columns. (Please remember that we should not create a folder in a list or library
app. I will create a document showing 10 reasons to avoid folders in SharePoint.) A question comes
up if we do not create a folder, the list will be stretched and it is too long. We can set up grouping. See
Figure 36
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Click List on the tab. Find and click List Settings on the ribbon. Find and Click Create View under
Views
It takes you to this window. See Figure 37. Click Standard View.
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In View Name box, for example, type SampleView (Space or no space – it is fine. Prefer a short name).
See Figure 38a. We are going to check and uncheck a few columns, to turn off folders, and to group.
Please remember that you are only able to group a choice column type. You are not able to group a
many choices column type (checkboxes type). See Figures 38b, 38c, 38d, and 38e.
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First we will see the default columns that have been checked from the beginning and the orders of
columns. In this step, we just select a few columns: Project Title (1); Sample Department (2); Project
End Date (3); Project Status (4); Project Assigned to (5). We want to short Project End Date
(Descending order). Then sort Sample Department – ascending order. Also we want to add one column
Created By (6) – we want to see who creates an item. See Figures 38c, 38d, and 38e.
Scroll down the screen to start sorting, grouping and turning off folders. See Figures 38d and 38e. We
first group Sample Department (ascending order), then sort Project Status (ascending order).
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Next, scroll down the screen to find Folders. Turn off this. See Figure 39. Check Show all items
without folders.
Finally, it is done. See Figure 40. If you want to see them all, simply to switch the default view All
Items. If not, you can switch the other view that you created SampleView. Repeat the same steps to
create a few more items to see how this list functions.
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17. How to create a sub site
17.1 Sub Site Overview
There are a few points that SharePoint consultant needs to ask a business owner before setting up
a sub site under a top level site collection:
If a division has several groups or teams, each group will be a sub site. A sub site cannot be
set up if there are not many libraries, lists, and advanced apps.
SharePoint Consultant needs to ask a business owner if sub site A should have a unique
permission or same parent permission.
If a group has a project and, a group leader has to ask SharePoint Analyst (primary
SharePoint Site Admin) whether this project can be a sub site. If a project requires many
libraries and lists, a project site will be setup under a group.
17.2 Steps to create a sub site.
Go to the top level site collection
Click Site Collections on the left Quick Launch. Scroll down the screen. Find and click New
Sub Site under Subsites
Notes: Title name box has no special characters. URL name box has no either special
characters or space.
Template Selection. Select a template: Switch to the tab: Collaboration. Select Team Site.
Permissions: User Permissions: 1) User same permission as parent site; or 2) Use unique
permission. Need to find out from Business Owner or Group Leader
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Navigation Inheritance. Select “Use the top link bar from the parent site
17.3 Configure sub site features
See Section 10.2. Configure & Activate Site Features
18. How to use Issue Log app
Manage your projects with the SharePoint Issue Tracking App.
Is it hard for your team to stay on top of issues? When it comes to helpdesk snafus, customer service
glitches, or hitches with the new website, do you need to keep track of who’s working on which project,
what’s been done so far, and whether the project is still hanging open?
You might consider using the SharePoint Issue Tracking app. It can help you define and categorize
issues, and wrangle them into a manageable heap with a systematic approach.
The Issue Tracking app can be used for customer service problems, helpdesk incidents, website updates,
new tools releases, project management hurdles, or any scenario with a stream of ongoing issues.
a) Click the gear wheel settings. Click Site Contents from the drop down menu. Find and
select Issue Tracking app. For example, name it “IT Issue Tracking”
b) This is your list. There are four columns you need to show on the list: Attachment, Description,
Category & Comments.
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c) Click List on the tab. Find and click List Settings on the ribbon. Click All Issues under Views.
Select the columns and re-order the columns.
d) Click OK.
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e) Review and change any columns you want by clicking on List in the ribbon, and then clicking List
Settings. One column you’ll want to customize is Categories, since it just comes with placeholders,
i.e. Category 1, Category 2, etc. Just select the placeholders and type over them with the names you
want. You’re not locked into three categories; you can delete one or add more.
f) Find and Select Category under Columns.
g) Change the choices in the column Category
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h) Click OK. Once you’ve finished customizing columns and making any other changes you want,
then the list is ready to fill out. Just click New Item, and then fill in the information for each issue.
Now you’re ready to start taming issues.
i) Standout Features: Like other list apps, the Issue Tracking app comes with a handy set of
columns to get you started, and you can customize the app to fit your needs. In addition to logging
the issue owner, due date, and other basic information, there are three features that stand out:
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Issues have a Comments field for a running history. Capture what’s been done so far, such as
troubleshooting steps, results, next steps, additional requests, and so on. The comments include a
timestamp and the person’s name. For example, for a SharePoint Workflow, I logs an issue about the
SharePoint workflow. The Comments section can capture all the input and actions along the way.
Edit an item.
In Related issues box, select an issue, click Add.
In the Comments box, give your comment about the issue.
Click OK
Click View Entries
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You can categorize issues. This makes it easier to group, summarize, view, and report on
issues. The list comes with placeholder categories that you customize and add to if needed.
You can relate issues to each other. Tracking related issues can help you manage issues
efficiently or identify trends. For example, in a Shipping Issues app, you might be tracking a
software problem that caused a shipping glitch, but you might also want to track any
individual customer service issues related to the problem.
Notes: If you want the issue is automatically sent to a person in Assigned to field, you should
use SharePoint Designer to create a workflow.
19. How to connect SharePoint Calendar to Outlook
a) A user has to use IE browser to connect SharePoint Calendar to Outlook. First click Calendar on
Quick Launch
b) The window will pop up a calendar. Find and Click Calendar on tab. Find and Click Connect to
Outlook on the ribbon
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c) It will pop up a window asking: Do you want to allow this website to open a program on your
computer?--> Click “ALLOW”
d) At this time, your outlook is blinking. Switch to your Outlook. The window will pop up asking:
“Connect this SharePoint Calendar to Outlook?” CLICK YES
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e) It will take you to Outlook Calendar. You select which SharePoint Calendar to be connected your
Outlook Calendar. In my case, I have not asked my boss’s permission yet. So I unselect her calendar.
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f) Let’s test. I choose to put my appointment on CBSTEAM Training Site’s calendar.
g) It’s like how you create a new meeting on Outlook calendar.
h) Then you switch to your SharePoint Calendar and refresh. Here it is!
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20. Migration Policy
A request for site migration is submitted through SharePoint Team – Stakeholders, SharePoint Team,
and IT Services.
The SharePoint Team will confirm within a week. The time required to migrate a site depends upon the
number of customized libraries and lists, size of the existing site, and several other factors.
Before migrating, the SharePoint Analyst must perform a detailed audit of existing materials. Dated or
obsolete materials must be removed before migration will begin.
The audit will contain a general list of all items that the site currently contains. Not necessarily at the
document granularity, but at least number of docs, size, and purpose of each library.
Steps of migration:
j) IT Services will create a site, and then SharePoint Analyst and/or SharePoint Team will migrate the
content.
k) Stage 1: Migration has to be finished within one week.
l) Stage 2: After the migration is finished, SharePoint Analyst and/or SharePoint Team (including IT
Services) will do the first UAT within one week.
m) Stage 3: SharePoint Analyst and/or SharePoint Team will report to Site owner that migration is done.
Site owner will do the 2nd UAT within one week.
n) Stage 4: 4th Week - Then the site will be read-only for a week for site owner to review.
o) Finally, the site will be deleted.
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APPENDIX
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I. Special Characters in SharePoint
According to Microsoft, all users should not use special characters for site name, page name, library and
list name.
Please see the source: http://www.hivmr.com/db/k1s8jd9133c93k1mpsajzaf117fcz9d7
Restrictions are placed upon file and folder names in the following ways :
1.The name cannot begin or end with a period
2. The name cannot contain a double period
3. The file name cannot exceed 128 characters in length
4. The folder name cannot exceed 128 characters in length
5.Below mentioned special characters are not allowed,However as a work around you may write an
onitemadding event handler so that when you upload an item you can check the filename for any special
characters via the SP object model and replace it with an underscore(preferably) or a space to make file
uploading possible.
More information For more information about the underscore character (_) in server names, click the following article
number to view the article in the Microsoft Knowledge Base:
325192 Issues after you install updates to Internet Explorer or Windows
Site names, subsite names, or site group names
You cannot use the following characters anywhere in a site name, in a subsite name, or in a site or
Active Directory group name:
o Tilde (~)
o Number sign (#)
o Percent (%)
o Ampersand (&)
o Asterisk (*)
o Braces ({ })
o Backslash (\)
o Colon (:)
o Angle brackets (< >)
o Question mark (?)
o Slash (/)
o Plus sign (+)
o Pipe (|)
o Quotation mark (")
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You cannot start a site name, a subsite name, or a site group name with an underscore (_) character
or with the period (.) character.
When you create a site name, a subsite name, or a site group name, you cannot use strings that were
already used to name managed paths.
You cannot use the period character consecutively in the middle of a site name, a subsite name, or a
site group name.
You cannot use the period character at the end of a site name, a subsite name, or a site group name.
Folder names
You cannot use the following characters anywhere in a folder name or a server name:
o Tilde
o Number sign
o Percent
o Ampersand
o Asterisk
o Braces
o Backslash
o Colon
o Angle brackets
o Question mark
o Slash
o Pipe
o Quotation mark
You cannot use the period character consecutively in the middle of a folder name.
You cannot use the period character at the end of a folder name.
You cannot start a folder name with a period character.
If you use an underscore character (_) at the beginning of a folder name, the folder will be a hidden
folder.
Additionally, a folder that contains the string "_vti_" is reserved by SharePoint, and isn’t supported.
File names
You cannot use the following characters anywhere in a file name:
o Tilde
o Number sign
o Percent
o Ampersand
o Asterisk
o Braces
o Backslash
o Colon
o Angle brackets
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o Question mark
o Slash
o Pipe
o Quotation mark
You cannot use the period character consecutively in the middle of a file name.
You cannot use the period character at the end of a file name.
You cannot start a file name by using the period character.
If you use an underscore character (_) at the beginning of a file name, the file will be a hidden file.
ile names and folder names may not end with any of the following strings:
o .files
o _files
o -Dateien
o _fichiers
o _bestanden
o _file
o _archivos
o -filer
o _tiedostot
o _pliki
o _soubory
o _elemei
o _ficheiros
o _arquivos
o _dosyalar
o _datoteke
o _fitxers
o _failid
o _fails
o _bylos
o _fajlovi
o _fitxategiak
In addition, file names and folder names cannot start with the “_vti_” string, such as the followings:
o _vti_cnf
o _vti_pvt
o _vti_bin
o _vti_txt
For more information about the restrictions and limitations when you sync SharePoint libraries to your
computer by using OneDrive for Business for SharePoint Server 2013 and SharePoint Online, go to the
following Microsoft Knowledge Base article:
2933738 Restrictions and limitations when you sync SharePoint libraries to your computer through
OneDrive for Business
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II. Media Organization Site Collection Structure
Media Organization
Travelclick.sharepoint.com/teams/Media Organization
BI, Res, &
Media
(Subsite 1)
Customer
Care
(Sub-site 2)
Media &
Web
Product
MGNT
(Sub-site 3)
Product
Operation
(Sub-site 4)
Web & Media
Operations
(Sub-site 5)
Media
Transformation
(Sub site 6)
ANNA LIFSON, SHAREPOINT ANALYST, MVP 1/28/16
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135 | P a g e
Thank you for your co-operation!