SharePoint 101Best Practices for Beginners

Theresa Eller | Senior Engineer | Planet Technologies

@SharePointMadam | sharepointmadam.blogspot.com

About Me

• Microsoft Office Specialist

certified in SharePoint 2013

• Frequent speaker and blogger

in the international SharePoint

and SQL communities

• Senior SharePoint Engineer at

Planet Technologies

Proud dog mom toShay & Cookie

Community Involvement

• SharePoint Saturday is a FREE

one-day event featuring sessions

from SharePoint MVPs and

professionals around the world

Find me at these locations

SharePoint Saturday Sacramento

sharepointmadam.blogspot.com

Video featured on Webucator’s

YouTube channel

aOS.community

(Azure, Office 365 & SharePoint Community)

@SharePointMadamSharePoint Saturday Paris 2015

• SharePoint hierarchy

• Anatomy of a site

• Libraries

• Lists

• Views

• MySite

• Troubleshooting tips

Agenda

SharePoint Hierarchy

Site/Subsite | Site Collection | Web Application

Site / Subsite

• Middle or lower level site

– Can be directly below site collection root level

or below another subsite

– Permissions, content, and layout are

maintained by Site Collection Admins and

Site Owners

• Can be a single page or multiple pages

• Can refer to site collection top level/root

site or a subsite

Site Collection

• Root site

– Binder that holds related sites

• Maintained by Site Collection

Administrators (SCAs)

– SCAs can access and grant permissions to

any site within the site collection

Web Application

• Container of site collections– Bookshelf that holds all the binders

• The part that comes between

“https://” and “sharepoint.com”– https://anythingbutcode.sharepoint.com

– https://anythingbutcode-my.sharepoint.com

Browser Compatibility

Supported Browsers Browsers Not Recommended

Certain web browsers could cause some SharePoint 2013 functionality to bedowngraded, limited, or available only through alternative steps.

Versions 8, 10, 1132-bit

Latest Released VersionPC or Mac

Anatomy of a SharePoint Site

Site Collection Home Page | Site Design | Web Parts | Site Contents

Site Collection Home Page (Root Site)

• Containers used to place content on a page

– The puzzles pieces that make a site whole

• Some of my favorites

– List Web Part (existing list)

– Library Web Part (existing library)

– Content Editor Web Part (free text on page)

– Excel Web Access Web Part (Excel chart)

Web Parts

• Page that displays all content available on the site

Site Contents

– Lists

– Other apps

– Libraries

– Subsites

– Recycle Bin(not shown because of

permissions level)

Document Library

Popular Libraries | Storage Uses | File Names | View Documents | Ribbon | Download

• Container on a site where you can upload, create,

update, and collaborate on files with team members

• Displays key information about the files

– Title

– Created (date)

– Created by

– Modified (date)

– Modified by

Document Library

Popular Libraries and Their Storage Uses

Digital media files, such as pictures and videos

Data connections built in InfoPath forms

Any type of file, typically Office suite files or PDFs

InfoPath forms

Wiki pages

• Limited to 255 characters

• Special characters should be avoided

– e.g., Space = %20

– 3 characters instead of 1

– Doubled (to 6 characters) when opening or editing a document

• Folders = %2F

• Period = %2E

File Names

View Document in Browser

View Documents in Client Application

• Toolbar that appears across the top of each page

• Displays many of the most commonly-used tools,

controls, and commands

• Ribbon contents vary according to type of app or page

Document Library Ribbon (1 of 2)

• Files tab – actions apply to individual documents

• Library tab – actions apply to whole library/all documents

Document Library Ribbon (2 of 2)

Download Documents - Ribbon

Download Documents – Edit Menu

List

Popular Lists | List Ribbon | Calendars | Announcements | Tasks

• Collection of data that you can share with team members

and other site users

• Rich and flexible and have many built-in features that

provide a robust way to store, share, and work with data

• Similar to a spreadsheet (e.g., an Excel worksheet)

• Displays key information about the list entries

List

– Title

– Created (date)

– Created by

– Modified (date)

– Modified by

Popular Lists

Share news and status

Track events, meetings, or special dates

Start a list from scratch

Uses columns and data from an existing spreadsheet

Shortcuts to (internal or external) online resources

Track project action items, milestones, and deadlines

• Items tab – actions apply to individual documents

• List tab – actions apply to whole library/all documents

List Ribbon

• List with special views

– Calendar (default)

– All Events

– Current Events

• Create single or recurring

events

Calendar

• Assigns a different color to each calendar view

• Can display up to 10 calendar views on a single calendar

Calendar Overlay

• Events tab

• Calendar tab

Calendar Ribbon

• Keep your team, department, or division up-to-date with

the latest news

• Announcements automatically disappear after expiration

date

Announcements List

Green asterisk appears on new items for the first 24 hours

• Keep your team, department, or division up-to-date with

the latest news

• Announcements automatically disappear after expiration

date

Announcements List

Color block indicates Lync statusAvailable Away Busy Do Not Disturb

• Document and track action items

– Assignee (automatically receives email notification)

– Percent complete

– Due date

– Status

• View tasks on a timeline, calendar, or Gantt chart

• Filter tasks by Assignee, Status, or other metadata

• View tasks assigned to you, upcoming tasks, late tasks

• See your aggregated tasks in MySite

Tasks List

Views

Multiple Views | Default View

• How information in a SharePoint list or library is displayed

• Can have multiple views

Views

• How information in a SharePoint list or library is displayed

• Can have multiple views but only one default view

– Default view is first on the left

Views

My Site

Create Your Profile | Upload Your Photo | Edit Your Bio | Edit & View Your Information

• Click your name in the top right corner

• Select About Me

• Allow a few minutes for your profile to be created

Create Your Profile

• Click edit your profile

Upload Your Photo

• Click Upload picture

• Browse to find the picture

• Select the picture

• Click Open

• Click Upload

• Click Save all and close

• In the About me section,

enter your bio

• In Ask Me About, enter

topics with which you can

help people

– These keywords will be

searchable

Edit Your Basic Information

• Click Contact Information

• Enter any missing

information that you wish

to make available

– Changes to system

populated fields will not

be saved

Edit Your Contact Information

• Click Details

• Enter any missing

information that you wish

to make available

Edit Your Details

• Click the ellipsis (…) to

the right of Details

• Click Newsfeed Settings

• Uncheck any settings you

do not want

Edit Your Newsfeed Settings

MySite – Personal SharePoint Page (On-Prem)

Delve Replaces MySite Home Page in O365

• In Common shows the

first person to whom you

are both connected

View In Common and Org Chart

• Org Chart shows

everyone on your team

• Click on someone else’s name

• At the bottom of Org

Chart, click See More to

see a different view of the

Org Chart

• Can view your peers,

your boss, your boss’

boss, etc., all the way to

the President

Org Chart HTML View

• Under your photo, click

Tasks

• Tasks from all MyTeams

sites will appear here

• Tasks may take up to 4

hours to appear on

MySite

View Tasks

• Microblog activities– Posts, replies, likes, mentions,

or tagging an item

• Following activities– People, documents, sites, or

tags

• User profile activities– Birthday, job title change,

anniversary, etc.

• Document activities– When a document is edited or

shared

View Activities

• Contains recent activities

from followed entries

• Displays 20 items

• Sorted in reverse

chronological order

Newsfeed

Search

Search This Site | Enterprise Search | Operators

• Top right corner of each SharePoint site

• Search options:

– Everything

– People

– Conversations

– This Site

Default Search Box

• “SharePoint” can exist in

the Title, Name, URL, or

within the first 1,000,000

characters of a document

• Filter search results using

the refiners on the left

Search for “SharePoint”

• Search the entire SharePoint environment

Enterprise Search

Search Results (1 of 2)

Everything People

Search Results (2 of 2)

Conversations Videos

• Hover over a Word, Excel, PowerPoint, or PDF file in the

Search results to see a preview of the document

• Browse through the document without opening it

Document Preview

Tips for a Better SharePoint Experience

• Use Internet Explorer (PC) or Chrome (Mac)

• Use Office 2013

• Bookmark the sites you use frequently

• Know the URL (address) for your main SharePoint site

• Go to training

Tips for a Better SharePoint Experience

Questions?Theresa Eller | sharepointmadam@gmail.com | @SharePointMadam

sharepointmadam.blogspot.com | www.slideshare.net/sharepointmadam