SharePoint Site Admin Training

By:Toby McGrailSr. Software Engineer

Agenda Introduction Site Collection Overview Users and Permissions Managing Features Search Settings Navigation Recycle Bins Create Sites and Site Collections Site Collection Health Checks Tips Tricks and Common Issues

Introduction My name is Toby McGrail

and I have been a Senior SharePoint Administrator over the last three years however been deeply involved in SharePoint for 8 years and counting.

Outside of SharePoint I have balanced lifestyle that includes my family, friends, and Fitness. Fitness and SharePoint are my passion.

Over 20 years IT Experience

Site Collection Overview What is a Site Collection?

A site collection is used to provide a grouping of 'SharePoint Sites'. Each web application will typically have at least one site collection. Site collections may be associated with their own content databases, or they may share a content database with other site collections in the same web application

How do I Create a Site Collection in Office 365?

When should I create a Site Collection? A good rule is each Business

Functional unit should have its own Site Collection?

Site Collection Administrators Full Control over all Sites in Site

Collection

Users and Permissions Permission Levels

Full Control – Full Control means you have access to do anything within the site

Design - Can view, add, update, delete, approve, and customize

Edit - Can add, edit and delete lists; can view, add, update and delete list items and documents.

Contribute- Can view, add, update, and delete list items and documents

Read - Can view pages and list items and download documents

Limited Access - Can view specific lists, document libraries, list items, folders, or documents when given permissions

Users and Permissions Site Collection Administrators

Site Collection Administrators are given full control over all Web sites in the site collection. They may also receive site use confirmation mail. Enter users separated by semicolons

How do I add or remove a Site Collection Administrator

Site Permissions Adding a User or Group When to use a Group and when to add users

Permission Inheritance

Managing Features Site Collection Features

Located in the Site Collection Settings and can be accessed from any site in the Site Collection

Site Features Located in the Site Actions portion of Site

Settings Page How to Activate and Deactivate Features?

Click the Activate Button and Feature will Activate

If Feature is Acivated you will see a Deactivate Button

Search Settings Configure Search Settings

Enter a Search Center URL - When you've specified a search center, the search system displays a message to all users offering them the ability to try their search again from that Search Center.

Query Results - Which search results page should queries be sent to? Custom results page URLs can be relative or absolute. URLs can also include special tokens, such as {SearchCenterURL}. This token will be replaced by the value in the "Search Center URL" property. If the value in this property ever changes, any URL using the token will update automatically.

Example: {SearchCenterURL}/results.aspx

Search Settings – Result Sources

Result Sources – Use result sources to scope search results and

federate queries to external sources, such as internet search engines. After defining a result source, configure search web parts and query rule actions to use it. Learn more about result sources.

Result Sources replace Search Scopes, which are now deprecated. You can still view your old scopes and use them in queries, but not edit them.

Navigation

Global Navigation Specify the navigation items to display in

global navigation for this Web site. This navigation is shown at the top of the page in most Web sites

Structured Navigation – Uses the OOB SharePoint default navigation

Managed Naviation – Uses Term Store Management tool to configure Items to create Terms using Metadata

Current Navigation Specify the navigation items to display in

current navigation for this Web site. This navigation is shown on the side of the page in most Web sites.

Recycle Bins User Recycle Bin

User deletes an Item where does it go How to Restore a Deleted Document?

Site Collection Recycle Bins Site Collection Recycle Bin Views

End User Recycle Bin Deleted from End User Recycle Bin

Create Site Collections and Sites Creating Site Collections

You must be a Farm Admin to Create Site Collections

SharePoint Office 365 Settings Page Creating Sites

Who can Create Sites? Site Collection Administrators Sites Owners – Must Have Full Control

When to Create a Site instead of a Library and Lists Create Sites when Business Units need a group of

data such as multiple document libraries, announcement list and team calendar

Site Collection Health Checks Site Collection Health Checks

New Feature that allows you to run on demand to check the health of Site Collection

Gives consideration on things to fix Customized Files Pages that Need to be Reset to Site Definition

Upgrade Checks prior to upgrades Conflicting Content Types Missing Galleries Missing Parent Content Types Missing Site Templates Unsupported Language Packs MUI References

Tips, Tricks and Common Problems Maintain Sites in Site Collection

Do not allow many people to create sites as it can get out of control fast

Doing this reduces storage and the need for only needed sites

Mysites Teach users how to use mysites and that it’s a

Sandbox Reset to Site Definition Manage Content Types Site Templates

Only Make the Templates you want to use available to Site Owners

Create Help Site For Users with FAQ and How to Items?

Questions Do you have any issues that you have

seen that we have not covered My Blog

http://tobymcgrail.com:2020/SPADMIN Contact Information:

Toby McGrail – Tmcgrail@pixelmill.com