Donald Donais January 11th, 2016 SharePoint 101 Trevor Huinker

Agenda MNSPUG Information Getting To Know You! SharePoint Terminology & Structure SharePoint High Level Features BREAK Working with Content Having Consistency Understanding SharePoint Permissions Last Thoughts! 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/

Upcoming Schedule Next Meeting Ongoing Schedule February 8th, 2017 – TBD 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

Local and Online Events Minnesota SharePint – January 31st, 4:30 p.m. at Joe Senser’s in Bloomington Hack Productivity – November 3rd 2016 – January 31st 2017 Registration is OPEN - https://hackproductivity.devpost.com SharePoint Saturday St. Louis – January 21st 2017 St. Louis University, MO http://www.spsevents.org/city/stlouis/stlouis2017 Nintex InspireX – February 13th – 15th, New Orleans, LA https://www.nintex.com/company/events-webinars/events/inspirex SharePoint Saturday Twin Cities – May 6th (Stay Tuned for more information) http://www.spstc.com Anything Else?

Evaluations & Giveaways!

Presenter

IT Pro focused in SharePoint & Office 365 Consultant at Avtex IT Pro focused in SharePoint & Office 365 8+ years experience with SharePoint & Office 365 Enjoys being a dad and husband, biking, bowling, gaming, golfing, hiking, home brewing, playing guitar and drums and of course technology Luther College graduate Communication Studies major Iowa native (Go Hawkeyes!! Go Cubs!!) Twitter: @trevorhuinker E-mail: thuinker@avtex.com Certifications - MCSE: SharePoint, MCSE: Productivity, MCSA: Office 365, Nintex Workflow Admin

Group Time! Organize Into Small Groups Best if from Same Company Online Members Suggestions Get In the Same Room Instant Message Use the MNSPUG Yammer Group Create a discussion thread for your group Online Members Use the Chat to ask questions of the Mentors

Getting to Know You!

Which Version are You Currently Using? SharePoint 2007 SharePoint 2010 SharePoint 2013 SharePoint 2016 SharePoint Online I am not quite sure! ** Online Participants – Please use the Poll to answer question!

What Is Your SharePoint Role? I Just Use SharePoint On My Team I am a SharePoint Site Owner/Power User I Work in the SharePoint Server as an Administrator I Develop Application for SharePoint ** Online Participants – Please use the Poll to answer question!

Group Activity (5 Minutes) Within Your Group Or Individually Come Up With What Business Needs Are You Looking for SharePoint to Help With? Whittle Down Your List to Top 2-3 Appoint a Representative to Communicate for the Group Online Participants – Please Use Chat to Communicate Your Business Needs

Group Activity (5 Minutes) Your 2017 SharePoint New Years Resolution Make this one resolution you won't break through the year and focus on the foundation that is SharePoint.

SharePoint Terminology & Structure

SharePoint Structure Site Collection = Collection of Sites Top Level Site = Top most site of site collection – a.k.a Parent Site Sub-Sites = Child Site Library (App) = Store Documents Lists (App) = Store Items Documents = Office, PDF, Media, etc. Items = Event, Task, Contact, Custom, etc.

SharePoint Structure

Anatomy of a SharePoint Page - Publishing Web Part Zones Used to Add Web Parts/App Parts To Page Easily Move Web Parts from Zone to Zone Designated by Name: Header, Top Left, Top Right, etc. Web Parts/App Parts Customizable Window Into SharePoint List or Library Content Publishing Features Associated

Anatomy of a Page – Collaboration/Wiki Pages Collaboration Home Pages or Wiki Library/Site Pages Edit Right in the Web Page Text Layouts (2010 & 2013) Add Web Parts/App Parts Directly On Page Publishing Feature No Associated

Anatomy of a Page – Modern Collaboration/Team Sites ** Available with SharePoint Online

SharePoint Recycle Bin All Versions Have Two Stage Recycle Bin Stage 1 – Site Level Recycle Bin Retained for 30 Days and SPO 90 Days – Default Setting End Users Can Recover During This Time Site Owner Can See All Can Restore and Delete from Site Recycle Bin Stage 2 – Site Collection Level Recycle Bin Only Site Collection Administration Can Recover Only Site Collection Can See All Deleted Document, Items and Even Library/Lists Recoverable

SharePoint High Level Features

Document Management Versioning Documents and Items Major and Minor Versioning Limit # of Versions Kept Check-Out One Contributor at a Time Allows User to be Notified When Checked In Content Approval Built In mini-Workflow Owners/Approvers Approval Needed

Custom List/Form SharePoint List Have Built In Form Display All Columns Associated to the List or Content Type Allows a Quick Way to Get Information into List Exportable into Excel Very Simple Features Use Multiple Content Types to Get More Functionality

Modern Custom List/Form ** Available with SharePoint Online

SharePoint Workflow Out of the Box Workflows Minimal Configuration Very Focused Workflows Example: Approval Workflow only Approves SharePoint Designer Workflows More Complicated Workflows Allow Step by Step Definition 2010 & 2013 Can Use Visio Pro to Configure

Microsoft Flow ** Available with Office 365

SharePoint Search Allows Content To Be Displayed Based on End User Request SharePoint Search Index Properties and Internal Content Different Experience Per Version 2007 – Not Very Reliable 2010 - Getting Better Added Refinement Panel 2013 – User Relevance and Improved Refinement Panel Delve – Intelligent, people, favorites and boards

Office Online/Office Web App Office Products in the Browser Including Word, Excel, PowerPoint and OneNote Ability to Read or Edit Based on Permissions Support Multiple Browser Types Including IE, Chrome, Firefox and Safari Support Co-Authority Supports Touch and Mobile SPO - Integration with Yammer Enabling Conversations Around Collaboration

Group Activity (5 Minutes) Within Your Group Or Individually Come Up With What type of content will need to be stored within your SharePoint environment? What basic features would you need to support your group using SharePoint?

Break

Working with Content

What if the store was full of unlabeled tin cans? You would need to open every can to see if had what you wanted (Tin can example originally suggested by Serge Tremblay)

What is Metadata & How to Use it Data about data. This is often seen in the form of column values in a SharePoint library or list, but can take many other forms. Examples Automobiles – Type, Year, Make, Model, Name, Color, Engine Type, etc… Music – Song Name, Album Name, Band Name, Events – Title, Location, Start Date, End Date, Attendees, Category, etc… Tasks – Title, Due Date, Assigned To, Description, Priority, Status Documents – Title, Type, Category, Owner, Reviewer, etc…

Now we don’t need to open each can, but they are all in a jumble and you have to pick up each can to check if has what you want.

Items are grouped by area (canned fruit, canned sauce, canned vegetables) Signs point you to the correct area so that you can quickly find what you need. BUT: Because the objects are physical, you need to pick a method and stick to it

You Already Do Metadata! Defined In Terms of Fruit Season Type Uses Taste

You Already Do Metadata!

Moving From Folders To Metadata Envisioning and Design White boarding Card sorting Mind Mapping Excel Document Type Inventory Worksheet

Moving From Folders To Metadata Instead of confusing people with the SharePoint interface, I use a familiar tool: Excel Using some simple macros, I am able to illustrate the power of filters and views. There’s no free lunch however: People now have to enter metadata. We can simplify this by defaulting values like “Date” to today and “Year” to current year. We can leverage content types as well

Moving From Folders To Metadata Explain metadata and then use this worksheet for ‘homework’

Moving From Folders To Metadata Name SharePoint Entity Description Executive Team Team Site Collaboration site for Executive members E-Team Processes SharePoint Library Word & PowerPoints are stored within library Document Category Custom Choice Field Choices: Brainstorming, Process Improvement, New Processes Priority Choices: High, Medium, Low Management Reports Excel & PowerPoints are stored within library Choices: Budgets, Revenue, Sales by Sales Exec, Pipeline Quarter Choices: Q1, Q2, Q3, Q4 Translates To

Adding Metadata “Local” Columns Found at the Library or List Site Columns Found at the Site Level Higher Level Site Columns Available in Sub-sites Global Metadata – Term Store Available in SharePoint 2010/2013/2016/SPO Standard & Enterprise Version Create Term Store Component Then Attach to Column

List and Library/App Views Metadata Is Key List and Library Views Make Life Easier How Do You Want Your Information? Personal Views Anyone with Read Access Can Create Only Creator Sees Public Views Created by Site Owner Anyone with Read Access Can Access

Modern List and Library/App Views ** Available with SharePoint Online

Modern List and Library/App Views ** Available with SharePoint Online

View Options Totals Calculating Sum, Min, Max, Total, Average, Count for Field Styles Displaying Information Differently Shaded/Preview Pane Folders To Show Folders or Not to Show Folders Columns Display Specific Columns in Any Order Sorting By Columns and By Two Levels Filter By Columns and Multiple Levels Rules: Is Equal To, Is Not Equal To, Contains, Greater Than . . . Conditions: And/Or [Me] or [Today] Group By By Columns and Two Levels

Quickly Add Metadata Column Default Value Settings SharePoint 2010, 2013, 2016, SPO Sets Default Value On a Folder Documents Tagged Automatically with Default Value Datasheet View or Quick Edit SharePoint 2007-2010 Datasheet View SharePoint 2013 Quick Edit Edit The Columns Within That View In The Browser

Use of Views to Group Content Before After

Best Practices - SharePoint Views & Default Columns Create A New View And Want To Add Web Content To Page Site Owners Have Added Content Editor Web Part To View This Will Break Built Features 2007 Menu Disappears In Library/List 2010 & 2013 Ribbon Disappears Library/List Alternative Create New Page in Site, Then Add Content & List View Web Part Do Not Rename Default Columns Popular to Rename Title Default Column This Will Break When Migrating To New Version of SharePoint

Group Activity (10 Minutes) Within Your Group Or Individually Come Up With Based on the previous activity (decide what content needs to be stored in SharePoint), how would you organize your information using the following Lists/Library Apps Metadata Need within Lists/Library Apps Views **Please limit yourself to 1-2 pieces of content

Having Consistency

Sites, Library & List Templates Out of the Box Templates are Built for a Specific Purpose Team Site = Collaboration Site for Department or Project Publishing Site = SharePoint Publishing Features Document Library = Holds Documents Calendar List = Displays Events that are Happening Custom Templates Custom Site Templates – You Choose! Lists, Libraries, Web Parts on Home Page, Branding . . . Custom Lists & Libraries Content Types, Custom Columns, Views Site Collection Admin Manages These Templates

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

Content Type Defined as “Types of Content” Media Documents Contacts Pages . . . Many Out of the Box Content Types Document Content Type Event Content Type Article Page Content Type Item Content Type Used With Site Columns Workflows Information Management Policies

Group Activity (10 Minutes) Within Your Group Or Individually Come Up With How would you structure your local navigation to support your content? Define 1 Site template in terms of: List and Library (Apps) needed Home Page content needed

Understanding SharePoint Permissions

Permissions 101 Inherited = Parent & Child Have Same Permissions Permissions are Inherited Out of the Box Inherited = Parent & Child Have Same Permissions Within the Site Collection Top – Down Effect Through All Elements Sites, Libraries/Lists, Documents/Items Breaking Inheritance Can Be Broken At Any Level Parent Changes Are Not Reflected in Child

Best Practices With Permissions Active Directory Group SharePoint Group Apply Security

Tools for SharePoint Permissions (SharePoint 2010 – 2016, SPO) View Group Permissions Use to View Permission Assignments of Group Within Site Collection Group > Settings > View Group Permissions

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

Last Thoughts!

URL vs. User Friendly Addresses URL Friendly Address Refers To The Address Bar A “Space”, In a Title Translates Into %20 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 Creation Gives Option for User Friendly and URL Friendly

Web Parts Best Practices Closing Web Part Web Part is Still Running In Page Background Delete Web Part Removes Web Part From The Page Permanently (No Recycle Bin) Publishing Pages – Which Have Web Part Zones Allow You To Close and Delete Collaboration/Wiki Pages – Do Not Have Web Part Zones Allow You To Delete Only Web Part Maintenance Page Allows Closed Web Parts To be Managed http://sharepoint.company.com/pages/default.aspx?contents=1

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