SharePoint Tips and Tricks Donald Donais September 14th, 2016 SharePoint Tips and Tricks Introductions :: 9:00 – 9:15 Donald Donais

Agenda MNSPUG Information Office Roadmap Updates SharePoint Tips & Tricks Being More Productive BREAK Displaying & Organizing Your Information Best Practices with Site Design Giveaways

User Group Goal / Objectives Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions

MNSPUG Sponsors Dedicated Sponsors Annual Sponsor Avtex (www.avtex.com) Microsoft (www.microsoft.com) Atomic Data (http://www.atomicdata.com) K2 (http://www.k2.com) SharePoint User Group Support Sponsorships Levels: Gold Sponsorship - $500 Silver Sponsorship - $250 Wrox Press (www.wrox.com) O’Reilly (www.oreilly.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: sharepoint@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/

Be part of the Ignite recap panel Upcoming Schedule Next Meeting October 12th, 2016 – TBD Avtex Offices, Bloomington, MN Check www.SharePointMN.com for updates! Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina Are you going to Ignite? Be part of the Ignite recap panel Email: sharepoint@sharepointmn.com

Local and Online Events Minnesota Women in SharePoint – September 20th, at Avtex in Bloomington “Increasing your effectiveness through candor and accountability” Microsoft Ignite – September 26th – 30th at Atlanta, GA https://ignite.microsoft.com IT / Dev Connections – October 10th – 13th at Las Vegas, NV http://www.itdevconnections.com/dc16 Minnesota SharePint – October 25th, 5:00-7:00 p.m. at JJ’s Club House in Golden Valley SharePoint Saturday Twin Cities – October 29th at Bloomington, MN Registration is OPEN - https://www.eventbrite.com/e/sharepoint-saturday-twin-cities-fall-2016-tickets-27692767814 http://www.spstc.com/ Anything Else?

Evaluations & Giveaways!

Office Roadmap Updates Office Blogs https://blogs.office.com Release History and Roadmap http://roadmap.office.com

Office Roadmap – Office Blog Updates Office 365 Group Access Today: Add guests from OWA Guest login REQUIRED Full access to ALL group content Guests can access through Mobile App Web https://blogs.office.com/2016/09/08/introducing-guest-access-for-office-365-groups/

Office Roadmap – Office Blog Updates Office 365 Usage Reports SharePoint Online activity report File counted “active” on: Created Modified Deleted Shared Synced OneDrive activity report What users are using it How many files are active What users “sync” https://blogs.office.com/2016/09/13/new-usage-reports-for-sharepoint-onedrive-and-exchange/

Office Roadmap – Office Blog Updates New capabilities in SharePoint Online team sites + Groups integration Rolling out to First Release Team site pages (Responsive) New Group FULL team site https://blogs.office.com/2016/08/31/new-capabilities-in-sharepoint-online-team-sites-including-integration- with-office-365-groups/

Office Roadmap – Office Blog Updates Yammer adds mobile application management Updates for iOS and Android Apps Utilizes Intune Apply Policies Require PIN Limit data sharing Remote data whiping https://blogs.office.com/2016/08/11/yammer-adds-mobile-application-management-capabilities- through-intune/

Office Roadmap – SharePoint Updates Launched SharePoint API partial file upload support SharePoint Home Site Activity and Insights Rolling Out Modern Team Sites plus Office 365 Groups integration Site Collection storage limit increase - 25TB In Development SharePoint mobile app for Android and Windows Client-side web part for existing SharePoint pages Modern Lists experience SharePoint Framework Webhooks on SharePoint Document libraries

SharePoint Tips and Tricks TIMING [10:30 – 10:45]

Donald Donais SharePoint Design Engineer – Ameriprise Financial Family: Kelli (Wife), Mackenzie (15), & Mitchell (11) Twitter: @dondonais LinkedIn: http://www.linkedin.com/in/ddonais/ Email: donald.Donais@ampf.com Blog: http://talesfromitside.wordpress.com Drummer: When I am not working!

Being More Productive TIMING [10:30 – 10:45]

Connecting to Outlook SharePoint Content Connected Into Outlook Calendars, Tasks, Contacts and Documents Based on SharePoint Permissions Update Content in Outlook Syncs to SharePoint

SharePoint Views Views Very Powerful Tool Create View to Display Checked Out Documents Filter by Checked Out To = [Me] Default View = First View Make Default View Based on Useful Information Group By = Grouping Like Content Together Show All Items Without Folders

Datasheet View or Quick Edit SharePoint 2007-2010 Datasheet View SharePoint 2013 Quick Edit Edit The Columns Within That View In The Browser Can Use Excel Features Such as Cut, Copy, & Paste or Quick Fill Can also Copy and Paste from Excel

Don’t Email an Attachment Email a Link (SP 2010) Created Link Directly to Document Hover Panel Copy URL (SP 2013 & SPOL) Office Products in Backstage

Search Wiser, Not Better Cats Dogs Cats Not Dogs SharePoint Search Can Use Boolean Operators This Includes: And - Narrow Search Results Or – Expand Search Results Not – Narrow Search Results Wildcards Used at End of Word Example Com*= Computer, Commuter, Communist, etc. Double Quotes = Find the Exact Phrase Cats Dogs Cats And Dogs Cats Dogs Cats Or Dogs

Demo Connecting Outlook Checked Out Quick Edit Document URL TIMING [10:30 – 10:45]

Break Time TIMING [10:30 – 10:45]

Displaying & Organizing Your Information TIMING [10:30 – 10:45]

Folders Can Help – Only When You Have To! Most Organization Live and Die on Folders Folders Can Be Used For: Permissions Storage for Large Libraries Folders Also Increase the Length of the URL Time Consuming To Get In and Out Another Level of Permissions Nightmares Need to Ease the Pain of Using Views Create Admin View to Upload Into Folders Everyone Else Sees the Non-Folder View Using Group By

Column Default Value Settings SharePoint 2010 & 2013 Sets Default Value On a Folder Documents Tagged Automatically with Default Value Create Admin View to Add Content All Other View -

Use Group By to Easily Display Content Before After

Tools for SharePoint Permissions Check Permissions Check Permissions for User or Group Found Site, Library/List, Document/Item Permissions Show Uniquely Secured Content A.K.A. – Broken Inheritance Links to Areas That Have Unique Permissions

Demo Column Default Value Settings Troubleshooting Permissions Setting Up Group By TIMING [10:30 – 10:45]

Design TIMING [10:30 – 10:45]

URL vs. User Friendly Addresses URL Friendly Address Refers To The Address Bar A “Space” = %20 – A Slash “/” = %2 General Rule: No Spaces, Special Characters, Capital Letters Address Bar Can Only Hold 256 Characters – Make Them Count User Friendly Address Refers To What End Users See Utilize Spaces and Capital Letters Creating Lists, Libraries, Views, Content Types, Columns Step 1: URL Friendly Address Step 2: Change to User Friendly Later Only Exception – Sites Give Option for User Friendly and URL Friendly

Local Navigation Changes Local Navigation/Quick Launch/Left Hand Navigation Used to Display More Content Than Home Page By Default Organized by List, Library, Pages, and Recent Best to Use Headers to Aggregate Content Best When Using Publishing Features Options Include Site Settings > Look and Feel Section > Navigation Add Heading Moving Links Hiding Links Add Link

Home Page Content Typically See Too Much or Too Little Content Most Important Goes Upper Left Least Important Bottom Right Content Should Scroll Down More Than 1 ½ Pages Use Quick Launch to Add Other Lists/Libraries

SharePoint Default App Views Create A New View And Add Web Content To Page Adding Content Editor Web Part To List/Library View Hides Ribbons 2007 Menu Disappears In Library/List 2010 & 2013 Ribbon Disappears Library/List Alternatively, Create New Page in Site, Then Add Content & List View Web Part

Web Parts Close vs. Delete Closing Web Part Web Part is Still Running In Page Background Delete Web Part Removes Web Part From The Page Permanently (No Recycle Bin) Primarily with Publishing Pages – Which Have Web Part Zones Allow You To Close and Delete Web Part Maintenance Page Allows Closed Web Parts To be Managed http://sharepoint.company.com/pages/default.aspx?contents=1

Demo Adjusting Local Navigation Default App View Web Parts Close vs. Open TIMING [10:30 – 10:45]

What Are Your Tips & Tricks?

Thanks for coming! Last But Not Least Please Fill Out Evaluations Drawings for Giveaways Online Participants Eval http://bit.ly/1Rfx52i Today’s Presenters: Don Donais Thanks for coming!