SharePoint User Interface Changes 2016 and beyond Kyle Petersen Portland SharePoint Saturday 2016

Kyle Petersen kyle@pdxportals.com Independent SharePoint Consultant PDX Portals Software Development (20+ Years) SharePoint (12 years) 2003 / 2007 / 2010 / 2013 / 2016 Office 365 Microsoft Certified Master SharePoint 2010

Agenda Evolution of the SharePoint Interface (up to 2016) Site Content List Items / Document menus New Modern Interface Site Contents Document Libraries and Lists Pages Managing Change Not an exhaustive review

Team Sites 2010 - 2016

2010 Team Site Miss these guys

2013 Team Site 2013 was the start of the cleaner interface The xxx icons help you get started

2016 Team Site 2016 has no real significant changes Upper left has the App Launcher. We will talk more about this later on

Changes in the SharePoint release model Old Method Design – Build – Release 3 year cycle (2003 – 2007 – 2010 – 2013 – 2016) New Model Iterative releases into SPO Take snapshot Feature Pack release to on-premise

SharePoint Online It is important to also compare SharePoint online. At least as it exists now. Modern interface is coming and we will look more at that later on. Need to understand how SharePoint has changed. Before SharePoint 2013 release, changes were made to the product and then released to On-Premises and SPO at about the same time. After 2013, all innovation is happening in SharePoint online. On Premise releases are now snapshots of SPO being made available on Premise. So if you want to see what is coming, you need to look at SPO. 2016 is the first of these releases. We will see Feature Pack #1 in November

2010 – Site Contents Back to our tour. In 2010 we were creating lists and libraries

2010 - Create

2013 In 2013 everything turned to Apps. So we add an App

2013 – Create Add an App The Document Library App??? The Announcement App ??? In reality nothing was really an App.

2016 – Site Contents So…2016…..still Apps. Which is kind of confusing since in xxx Microsoft renamed Apps to Add-ins.

2016 - Still Apps So maybe this should have been Add an Add-in?

SPO – Site Contents SPO still showed this, but this was the first screen to be replace with the modern interface.

SPO – Still Apps One difference with SPO is that there really are Apps you can add from the App Catalog.

2010 – Document Library Ok…documument libraries have not really changed. In 2010 we had to learn about the ribbon,

2013 – document library And it was there in 2013

2016 – Document Library And it is there in 2016 In 2016 we get some addition quick actions New Upload Sync Share More ->

SPO – Document Library And it is still there in SPO.

Site Actions SPO 2010 2013 2016 And of course site actions 2010 it was on the left side In 2013 it moved to the little gear on the right side And thankfully has stayed there. This is one of the most disruptive changes for users when moving off of 2010. Especially confusing with IE since IE has a gear icon right above the SharePoint gear icon.

List Item Properties 2013 2016 Metadata has been messed around with more. Cascading menus were added in 2016/SPO to move the less used options off of the prime real estate. In the SPO world, this is something that gets changed a lot. Items come and items go. And this brings up one of the challenges of living in Office 365. Things continually change. Mostly small, but not always.

Document Properties 2013 2016 One of my biggest pet peeves is document properties. On List items you can view or edit. But on Documents, in 2016 we just have properties, which is the Edit Properties option. And in order to Edit Properties you have to check out the document. So there is no way from this menu to just View the document properties. But it is still available on the ribbon.

Summary (2013 -> 2016) Minimal interface changes Document Properties is largest impact Must check out a document to view the properties Use the Ribbon or Think about additional views to mitigate this change

Modern Interface Site Contents

Modern Site Contents In June MS released the new modern site contents. Talking Points Welcome banner….get rid of this Command Bar Analytics There is a lot more of this everywhere Lists and Libraries Displayed as a real list Can sort More easily see item counts Tabbeid nterface to view Sites Simplified Add List Library Subsite App -> This takes you to the old site contents

Simplified Add Now you can quickly add a new SharePoint artifact. Just give it a name and you got it. Note this is really the first step in the new interface. You don’t have to navigate away from the page. Just interact and you get something.

Full Add (Add App) If you need to you can still get to the old full Add an App. Classic mode. You still need to do this for lots of types of special lists and libraries and if you are trying to remove an App you must do that through the classic interface.

Modern Interface Lists

Modern List List Simple to add basic columns Click the plus sign and you can add a basic column. More link takes to old add column for full functionality Notice. The ribbon is gone. We have a quick menu bar to do some of the actions. But there is a lot that is just hidden.

Adding a new Item to a list Really simple to add new items to the list

Adding Columns Demo adding new columns Resizing the columns Rearranging the columns Saving views

Add Item (More) The Add More takes us back to the classic screen where we can do most anything.

Modern List Simplified Add Item Simplified Column Creation Modify view in place Resize columns Easy re-order columns Add column Feels really nice

Modern Interface Libraries List Simple to add basic columns More link takes to old add column for full functionality Libraries

Modern Library Need to add Images Basic Library Shots Adding documents has not changed too much. Upload or drag and drop Show viewing document properties Viewing documents Word / Excel Images Text js / css

Document Viewers

Modern Library Great in-browser viewing experience Image Slide Viewer New viewers for PDF and Text for example Image Slide Viewer

Modern Interface Pages This is just in First Release right now. Will be rolling out by end of year in SPO. No date when this will be available in on-premesiss. Pages

Modern Team Page Really radical changes here. We have lost a lot of flexibility in this first release. But gained a cool interface Add a title to the top of the page (lots of wasted space, but attractive) Add web parts (new client side web parts) This is where you will see your new Framework client side web parts This is just a subset, with a lot more web parts to come. More were demonstrated at Ignite and should be available by GA.

Modern Pages Great new page editing interface Easy to add client side web parts New client side web parts Responsive design that easily adapts to mobile Support coming to mobile app in future Really nice editing experience For now this is team sites. Publishing story is coming next year. Expect more layotut and branding

Limitations

Modern Pages Limited web parts Limited layouts More coming soon No document libraries or lists yet Limited layouts That is the price for a mobile friendly Publishing is coming in 2017 No Master Page No jsLink No web part connections

Modern View of Lists and Libraries No more Ribbon Bar Results in some seldom used features not available Popularity – Tags – RSS – Connect to - … Views No Totals No custom Styles (e.g Newsletter, banded, …) No Navigation (e.g. Tree view, Metadata Navigation, …) Some Data Types not supported External Data Geo Location fields No Content Organizer No jsLink on fields or views

Document Metadata No more required metadata Documents are checked in without required fields Warning displayed if required data is missing

Auto-Detect Fall Back Modern interface will not be activated in following areas Custom jsLink Metadata Navigation in use External Data Custom Actions

Branding in modern No Master Page No Alternate CSS No jsLink Affects Web parts and List Views

Modern Interface Levels of Control Disable modern at Tenant Level Admin Center -> SharePoint -> Settings Disable Modern at Site or Web Level Use PowerShell to Activate feature to disable modern interface Disable at List or Library level Advanced List Settings Disable all Modern Temporarily for user(via session cookie ) Revert to classic $siteCollectionFeature = "E3540C7D-6BEA-403C-A224-1A12EAFEE4C4" $siteFeature = "52E14B6F-B1BB-4969-B89B-C4FAA56745EF"

Change Management

SharePoint On Premise New Functionality will be delivered with Feature Packs * Some features may require Software Assurance Changes will come much slower But much faster than old release model

SharePoint Online Changes are released continuously You are reacting to changes New functionality will be delivered frequently

Dealing with the new change model Be prepared Review the Office 365 Roadmap Review the Office Blog Review the Office 365 Admin center messages Use First Release Ideally use a second tenant At least configure your admin account for first release Get changes at least 3 weeks before Standard Release

SharePoint On-Premises Controlling Change You control the rate of change Can notify users exactly when change is coming Can educate users exactly what will change Test and release on your schedule

Office 365 Reacting to Change Can just prepare users for a coming change Office Roadmap is generally the first indication of coming change Most changes announced at start of roll-out (Admin Center) The roll-out may take 4-6 weeks Some changes not announced Must use First Release to get any kind of preview of coming change Don’t know when your first release will see the change Don’t know how long until change is release to everyone Sometimes you can put on the breaks Talk to MS Support about delaying breaking changes to your tenant

Resources Office Roadmap Office Blog First Release Ignite Sessions Tour of modern document libraries SharePoint Vision and Roadmap updates