January 2015 MNSPUG - What is this thing called SharePoint?
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Transcript of January 2015 MNSPUG - What is this thing called SharePoint?
Meeting #121http://sharepointmn.com
Welcome to the Minnesota SharePoint
User Group
January 14th, 2015
What is this Thing You Call SharePoint?
Tamara Bredemus & Don Donais
Donald Donais
Meeting #121http://sharepointmn.com
Agenda
• MNSPUG Information• Basic Terminology & Structure• Application Functionality• Permissions• BREAK• Content Types• Web Parts• Navigation• Search
Meeting #121http://sharepointmn.com
User Group Goal / Objectives
Develop and support a local community focused on Microsoft SharePoint Technologies
• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions
Meeting #121http://sharepointmn.com
MNSPUG Sponsors
Wrox Press (www.wrox.com)
O’Reilly (www.oreilly.com)
Dedicated Sponsors
Avtex (www.avtex.com)
Microsoft (www.microsoft.com)
Annual Sponsor
Currently Looking for Sponsorships!
SharePoint User Group Support
Meeting #121http://sharepointmn.com
MN SharePoint Users Group Website
• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information
• http://sharepointmn.com• Email: [email protected]
Meeting #121http://sharepointmn.com
Social Networking
• Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page
http://www.linkedin.com/groups?gid=1878792
• Twitter tags - @MNSPUG and #MNSPUG
• Yammer – Minnesota SharePoint Users Group https://www.yammer.com/mnspug/
Meeting #121http://sharepointmn.com
Upcoming Schedule
• Next Meeting February 11th, 2015 – Administering Your SharePoint Environment (IT Pro)
• Help Shape the Presentation – Join us on Yammer to Make Suggestions for this Meeting
Microsoft Technology Center, Edina, MN Check www.SharePointMN.com for updates!
• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina
Meeting #121http://sharepointmn.com
Local and Online EventsSPChat through SharePoint Community – Online http://sharepoint-community.net/ Jan 15th – Business Process Automation (Laura Rogers) Jan 20th – Driving Yammer Adoption (Sam Marshall)Feb 4th – SharePoint, O365 and Mobile (Todd Baginski)
Twin Cities PowerShell User Group – Feb 10th, 4:30 – 7:00 pmhttp://www.tcposhug.com/
SharePint – January 21st, 2015http://www.meetup.com/Minnesota-SharePoint-SharePint/events/219164451/
SPTechCon – February 8th – 11th, 2015 in Austin, Texas http://www.sptechcon.com/
Microsoft Ignite Conference – May 4th – 8th 2015 in Chicago, Illinoishttp://ignite.microsoft.com/
Anything Else?
Meeting #121http://sharepointmn.com
Tamara Bredemus• Senior Collaboration Architect, City of
Minneapolis• [email protected] • Blog: http://heytamara.com• Twitter: @TamaraBred
Meeting #121http://sharepointmn.com
Donald Donais• Solutions Architect – Portals• Family: Married to Kelli, Mackenzie (13), & Mitchell
(10)• Twitter: @dondonais• LinkedIn: http://www.linkedin.com/in/ddonais/• Email: [email protected]• Blog: http://talesfromitside.wordpress.com• Drummer: When I am not working!
17
Can’t find my documents
I have no idea who’s out on vacation
Using email to manage requestsIs THIS the current version
When is that project dueWhat events do other divisions have going on
Someone locked the spreadsheetWho updated my doc
Can’t get to what I needI just want to do my job
I need more emailCombining changes
Who has the equipmentWho does what
Meeting #121http://sharepointmn.com
Use SharePoint to Fix Pain Points
• Make the first thing on a site a solution to a pain point• Import spreadsheets to create a list
Add choice columns Create Views
• Use a shared folder to create columns for a library Use the folder structure for drop-down values Break apart document names and create columns for each chunk Add a status choice column Add a multiple line of text column for notes
• A blank template does not drive adoption
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection1:M Sites
Parent / Root / Top Level
Sub-site Sub-site
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Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
1 RowTo
0 – M Files
Meeting #121http://sharepointmn.com
Structure Site Collection
Parent / Root / Top Level
1:M Sites
Sub-site Sub-site
1 FileTo
1 Row
1 RowTo
0 – M Files
Meeting #121http://sharepointmn.com
App Functionality
Alerts• LibraryUse multiple daily summaries
Allow enough time to work
Meeting #121http://sharepointmn.com
App Functionality
Alerts• LibraryUse multiple daily summaries
Allow enough time to work
Meeting #121http://sharepointmn.com
App Functionality
Alerts• Item or File• List or Library
• Alternative to SharePoint Designer Workflow Email when used with views
• No ability to customize Alert email
Meeting #121http://sharepointmn.com
App Functionality
Quick Edit (2013)• Datasheet View
(2010)• Edit in Datasheet
(2007)
Meeting #121http://sharepointmn.com
App Functionality
Quick Edit (2013)• Datasheet View
(2010)• Edit in Datasheet
(2007)
Meeting #121http://sharepointmn.com
App Functionality
Quick Edit (2013)• Datasheet View
(2010)• Edit in Datasheet
(2007)
Meeting #121http://sharepointmn.com
App Functionality
Quick Edit (2013)• Datasheet View
(2010)• Edit in Datasheet
(2007)
Edit like a spreadsheet
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
Set up similar for lists and libraries
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
Set up similar for lists and libraries
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
Two date fields
Check Out RequiredAppend Text fields
Too many rows in one page
One date fieldTwo date fields = Better% Complete = Helpful
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
Cannot change after creationOnly YOU see the personal view
Name creates URLCan be changed later
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
Check the columns you want to appear in the
view
Put columns in order
TipCheck columns > Save changesModify view > Order columns
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
TipSort by up to two columns
Use Grouped by expanded to get 4 levels of sortingGroup 1Group 2Sort 1Sort 2
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
Use [Me] on a person/group field to show info for logged
in user
Use [Today] on a date fieldYou can even add or subtract days
Filter by up to 10 columns
Beware your conjunctions
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
Different column types allow for different functions.
Meeting #121http://sharepointmn.com
App Functionality
Views• Formats• Sort & Filter• Groups• Totals
Volunteer = [Me]
Filter by Start is less than or equal to [Today]And
Filter by Start is greater than [Today]-90And
Filter by Volunteer is not equal to BLANKGrouped by Volunteer Collapsed
Totals Hours Sum
Guess which view format?
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Available in Libraries
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Available in Libraries
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Available in Libraries
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Available in Libraries
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Available in Libraries
If YesTurn on Check Out is
Required on Source Library
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Available in Libraries
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Destination Library
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
View Properties of original documentIn original library
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Original library
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Original library
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Under Advanced Settings
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Under Advanced Settings
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Under Advanced Settings
Meeting #121http://sharepointmn.com
App Functionality
Send To• Other Location• Custom location• Document Workspace
(2010 )
Meeting #121http://sharepointmn.com
App Functionality
Content Approval to Yes Allows Major and Minor
Versions
Meeting #121http://sharepointmn.com
App Functionality
Content Approval set to YesActivates Draft Item Security choices
Meeting #121http://sharepointmn.com
App Functionality
Turned on by default in
2013 400,000 Versions
Only changes saved in 2013
v
Meeting #121http://sharepointmn.com
App Functionality
If Major and Minor VersioningSet Require Check Out to Yes
Meeting #121http://sharepointmn.com
What Is SharePoint Permissions?
All About Security
• Site Level• List or Library• Item or Document• Site Owners Control
Permissions
Everything is Inherited
• By Default Permissions Inherit Downward
• Breaking Inheritance is Possible
• Do With Governance
Security is not Audience Targeting
• Audience Targeting Displays Information by Audience
• Found Only At Web Part Level
• Still Can Find ContentYou Can Only See What You Have Permissions For!
Meeting #121http://sharepointmn.com
Permission Inheritance
• By Default – Inherited Permissions• Breaking Inheritance Can Happen
• Site/Web Level• List/Library App Level• Folder Level• Item/Document Level
• Once Inheritance Broken• Copies Permissions from Above• Below Break – Permissions Do Not Change
Meeting #121http://sharepointmn.com
Fabrikam
HR
List
Folder
Item
Library
Folder
Library
Sales OpsRead
Meeting #121http://sharepointmn.com
Fabrikam
HR
List
Folder
Item
Library
Folder
Library
Sales OpsContribute
Read
Meeting #121http://sharepointmn.com
SharePoint Permission Basics
Permission Levels
Full Control
Contribute
Read
View Only
Users
AD Groups
SharePoint Groups
Where Applied
Meeting #121http://sharepointmn.com
SharePoint Permission – Not to Do
Permission Levels
Full Control
Contribute
Read
View Only
Users
AD Groups
SharePoint Groups
Where Applied
Meeting #121http://sharepointmn.com
SharePoint Permission Best Practice
Permission Levels
Full Control
Contribute
Read
View Only
Users
AD Groups
SharePoint Groups
Where Applied
Meeting #121http://sharepointmn.com
Permission Need to Knows!
• User Active Directory Security Groups Work with IT with AD Groups Cannot Use Distribution/List or
Group Issue - Do Not See Members of
Security Groups Document Permissions if Using
Individual Permissions• Sharing
SharePoint 2013 and SharePoint Online
Goal to Allow End Users the ability to Share Easily
Otherwise Need to be a Site Owner
Meeting #121http://sharepointmn.com
Permission Need to Knows!
• Permissions for External Users SharePoint Online Feature Enabled within Admin
Console for Tenant QR Code is Also Available
• Anonymous Sharing SharePoint Online Feature
Associated to External Users
Anonymous Guest Link
Meeting #121http://sharepointmn.com
Benefits of Content Types
• Manage multiple types of content from one location
• Reduce number of fields presented to user• Use multiple templates in a Document
Library• Use Web Parts to rollup data• Quickly create Lists and Libraries• Change content type and push changes• Find things later
Meeting #121http://sharepointmn.com
• Types of Entertainment Movies Music Books
• Types of Cake• Types of Cars
Meeting #121http://sharepointmn.com
• Types of Entertainment Movies Music Books
• Types of Cake Chocolate Chocolate Chocolate
• Types of Cars
Meeting #121http://sharepointmn.com
• Types of Entertainment Movies Music Books
• Types of Cake Chocolate Chocolate Chocolate
• Types of Cars Fast Slow Broken
Meeting #121http://sharepointmn.com
What is a Content Type
• Template Columns – How we describe something Workflows – Automated business process Information Management - Retention Document Template/Form
Meeting #121http://sharepointmn.com
Type ofEntertainment Author Subject Rating Pages Time Pub
X X X X 0 X
X X X 0 X X
X X X 0 0 0
Meeting #121http://sharepointmn.com
Type ofEntertainment Author Subject Rating Pages Time Pub
X X X X 0 X
X X X 0 X X
X X X 0 0 0
Meeting #121http://sharepointmn.com
Type ofEntertainment Author Subject Rating Pages Time Pub
X X X X 0 X
X X X 0 X X
X X X 0 0 0
Meeting #121http://sharepointmn.com
Type ofEntertainment Author Subject Rating Pages Time Pub
X X X X 0 X
X X X 0 X X
X X X 0 0 0
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5 steps to build content types
1. Plan
Type ofEntertainment Author Subject Rating Pages Time Pub
X X X X 0 X
X X X 0 X X
X X X 0 0 0
Meeting #121http://sharepointmn.com
5 steps to build content types
1. Plan2. Site Columns3. Content Type
Meeting #121http://sharepointmn.com
5 steps to build content types
1. Plan2. Site Columns3. Content Type4. Add Site Columns
Meeting #121http://sharepointmn.com
5 steps to build content types
1. Plan2. Site Columns3. Content Type4. Add Site Columns5. Add Content Types
Meeting #121http://sharepointmn.com
Where to create Content Types
Parent / Root / Top Level
Sub-site Sub-site
Content Type Hub
Parent / Root / Top
Level
Sub-site
Sub-site
Parent / Root / Top
Level
Sub-site
Sub-site
Use it everywhere in the Farm/Tenant
Meeting #121http://sharepointmn.com
Where to create Content Types
Parent / Root / Top Level
Sub-site Sub-site
Content Type Hub
Parent / Root / Top
Level
Sub-site
Sub-site
Parent / Root / Top
Level
Sub-site
Sub-siteOnly in THIS Site Collection
The Parent site and ALL Sub-Sites
Meeting #121http://sharepointmn.com
Where to create Content Types
Parent / Root / Top Level
Sub-site Sub-site
Content Type Hub
Parent / Root / Top
Level
Sub-site
Sub-site
Parent / Root / Top
Level
Sub-site
Sub-siteOnly in THIS Site and it’s children
Cannot share with sites on same level
Meeting #121http://sharepointmn.com
Recorded Content Type Build Demo
• https://www.youtube.com/watch?v=EmNMBR8YhjY
Meeting #121http://sharepointmn.com
What is a Web Part?
• Web Part Customizable & Reusable
Web Page Component Window Into SharePoint
Content Typically Added to a
SharePoint Page Added to Publishing Pages or
Wiki Pages and Have Different Features
• Wiki Pages = Free-Form• Publishing = Structure
Page
Wiki Web Part PageDesigned For Free-form content,
text, tables, links, and web parts
Structure Web Part content including lists, libraries, etc.
Stored In Site Pages Library Library (Site Assets, Site Pages)
Created By Site Members and Owners (Contribute)
Site Owners and Designers (Design or Full Control)
Home Page Yes Yes
Meeting #121http://sharepointmn.com
Configuring Web Parts
• All Web Parts Include Primary Configuration Sections: Appearance – Height, Width, & Chrome Layout – Hidden, Direction, & Zone Advanced – Web Part Tools, Description,
Icon, & Target Audience• Some Web Parts Extra Configuration
Views – Lists or Libraries Query Builder – Search Query Query/Presentation – Content Query
Meeting #121http://sharepointmn.com
List or App View Web Parts
• Associated Web Parts for Lists or Libraries
• Features Include Using Built In Views
• OR Modify View Within Web Part• Some of These Web Parts Have
Bonus Features SharePoint 2013 Task List –
Timeline SharePoint 2013 Promoted
Links -Tiles
Meeting #121http://sharepointmn.com
Dynamic Content Web Parts
• Content Query Web Part (CQWP) Publishing Features Need to
Enabled Content Roll Up Within Site
Collection• Content by Search Web Part
(SP2013/SPO)
Similar to CQWP Uses Search, so Dependent on
Search Crawl Content Roll Up Across SharePoint
Environment Display Templates Used to Style
Content
Meeting #121http://sharepointmn.com
Dynamic Content Web Parts and More!
• Relevant Documents Shows Content Relevant to
Current User Modified By, Created By or
Checked Out Content Found Within
Current Site
Meeting #121http://sharepointmn.com
When You Have to Use Code
• Content Editor Multiple Capabilities Including
WYSIWYG Can Edit the Source (HTML) Add HTML or CSS Code to Page Use JavaScript with SharePoint
2010 • Script Editor
Only Found in SharePoint 2013 Primarily Used for Adding Code to
Page HTML, CSS, or JavaScript Best Practices – Use Script Editor to
Control Page Content
Meeting #121http://sharepointmn.com
SharePoint Navigation
• By Definition – Navigation SharePoint Sites & Content
• Local Navigation Local Breadcrumb –
2007 & 2010 Quick Launch Or
Current Navigation • Global Navigation
Navigate Up – 2007 & 2010
Top Link Bar or Global Navigation
Navigate Up
Meeting #121http://sharepointmn.com
Publishing Features Disabled
• Team or Project Sites – No Publishing
• Reduced Functionality Local Navigation = Quick
Launch Global Navigation = Top
Link Bar Pushing Down
Navigation Not Available• Every Manually Added
Meeting #121http://sharepointmn.com
Publishing Features Enabled
• Different Experience with Publishing Enabled
• Publishing Site Collection & Site Feature
• Global & Local Navigation Options
• SharePoint 2013 Can Use Managed Metadata (term set)
• Manually or Automatically Adjust Navigation
• Inherit Navigation from Parent to Child Sites
Meeting #121http://sharepointmn.com
How Search Works1. Content = Folders,
List Item or Document
2. Added to List or Library
3. Search will Crawl Content
4. Historical Storage in Crawl DB
5. Written to Search Index
6. User Initiates Search Query
7. Uses the Search Index to Find Info
8. Returns Results to User
Content
List/Library
Crawl Content
Crawl DB
Index UserSearchQuery
ReturnedResults
Meeting #121http://sharepointmn.com
Search Results• Results Display What is Indexed• Results Are Security Trimmed• More Relevant Results
Add Column to Index – List/Library
Include Keywords/Best Bets (SP2010)
Or Search Query Rules (SP2013)
• Refinement Panel Introduced in SharePoint
2010 Can Modify the Refinement
Panel
SharePoint 2010
SharePoint 2013
SharePoint 2010 Best Bets
Meeting #121http://sharepointmn.com
Resources• List of All SharePoint 2010 Web Parts – Laura Rogers
http://www.wonderlaura.com/Lists/Posts/Post.aspx?ID=40
• List of All SharePoint 2013 Web Parts –Laura Rogers http://www.wonderlaura.com/Lists/Posts/Post.aspx?ID=214
• Simple Permissions Governance – Laura Rogers http://www.wonderlaura.com/Lists/Posts/Post.aspx?ID=140
• Use Alerts and Views to Send Selective Emails – Jamie McAllister http://
social.technet.microsoft.com/wiki/contents/articles/14185.sharepoint-2010-use-alerts-and-views-to-send-selective-emails.aspx
• SharePoint 2013 Build Content Types Demo – Tamara Bredemus https://www.youtube.com/watch?v=EmNMBR8YhjY
• Permissions Matrix Spreadsheet Example – Tamara Bredemus http://heytamara.com/2013/08/20/keep-track-of-sharepoint-permissions-without-a-third-party-tool /
• Metro Studio 3 (Promoted Links Image Generator) http://www.syncfusion.com/downloads/metrostudio?utm_source=vsgallery
Meeting #121http://sharepointmn.com
SPTechCon Passes
• SPTechCon – Austin, Texas• February 8 -11• 2 Passes for Conference Includes:
Workshops, Sessions, Meals, Receptions & Materials• 80+ Members Registered for the Giveaway
Kristin HallAmeriprise Financial
Tony RobranOpus Group
CONGRATULATIONS!