Oh, The Places You’ll Go With SharePoint

CONGRATULATIONS Congratulations! Today is your day. You’re off to great places! You’re off and away! You have brains in your head. You have feet in your shoes. You can steer yourself any direction you choose. You’re on your own. And you know what you know. And YOU are the guy who’ll decide where to go. You’ll look up and down streets. Look ‘em over with care. About some you will say, “I don’t choose to go there.” With your head full of brains and your shoes full of feet, you’re too smart to go down any no-so-good street. And you may not find any you’ll want to go down. In that case, of course, head straight out of town. It’s opener there in the wide open air. Out there things can happen and frequently do to people as brainy and footsy as you. And when things start to happen, don’t worry. Don’t stew. Just go right along. You’ll start happening too OH! The Places you will go! -Dr. Seuss

THING 1—Liz Sundet Liz Sundet– Director of Client Relationships- Focal Point Solutions MVP, MBA, PMP, CBAP, CSM Musician: Dog Lover: Biker— “Throttles Not Peddals” Email: lsundet@earthlink.net Connect with me on LinkedIn http://www.linkedin.com/in/lizsundet/ Blog: itsocialbutterfly.wordpress.com Follow on Twitter: @percusn

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Agenda Or Tips Tricks Gotchas Ah Ha! All The Things We Screwed Up And Ladies and Gentlemen get ready! This session is the hottest tips, ticks, gotchas and ah ha’s in SharePoint. These ideas are not necessarily new and some have been around for quite some time, but these are the things people screw up that only leads to the Slump and according to Seuss, Un-slumping yourself is not easily done. Thing two refers to this session as “All those things you did because you didn’t know any better and probably screwed up so you’ll want to go back and fix.” We will move fast to get in as many tips and tricks as possible and have some fun along the way. All The Things We Screwed Up And Wanted To Go Back and Fix http://tinyurl.com/OhThePlacesSP

One Word Naming One of the most frequently misused and misunderstood items in SharePoint is the use of one word for naming items.

Site Sub-site Library List Column View Document ONEWORD One word should be used for Sites, Subsites, Libraries, Lists, Columns, Views and Documents. Pretty much anything you create can and should be done with just one word. Stay away from special characters as well. SharePoint 2003-2010 was poor with the use of special characters in the naming conventions, to the point, where if your document name included special characters like a hyphen, it wouldn’t load the information. While 2013 is better, the reason why still exists.

URL and HTML CODE https://percusn.sharepoint.com/Shared%20Do cuments/Test.docx Vs https://percusn.sharepoint.com/Shared%20Docu ments/The%20Things%20to%20do%20when%20V isiting%20a%20Who%20In%20Whoville%20in%20 December.docx The difference comes in the URL code and HTLM code. Where the URL adds %20 to every space, the HTLM adds 5 characters to the code in the background. And, Microsoft themselves break this best practice by automatically creating a Shared Documents library on every team site that uses the standard template and that library has the spaces. So, what I typically do #1 not use the “out of the box” document library called Shared Documents but create my own, using only one word. Then anything under that I try to use one word. Now, you may not really care how the URL looks or what it looks like to some developer in the back room writing code but here’s another thing to consider. You have 256 characters until the links break, this will affect the way you share documents and direct people to areas or documents on your site. And if you think 256 characters is a whole bunch, you will run out. Trust me! It’s one of the first things I check for when troubleshooting as a Site Admin and I like the code to be much cleaner.

Site Columns

Create it once and then you’re done Parent Sub-Site A A1 A2 Sub-Site B Sub-Site C C1 C1a Department (choice) Finance HR IT Marketing Sales Make a change Push it down

Create it once and then you’re done Parent Sub-Site A A1 A2 Sub-Site B Sub-Site C C1 C1a Create it high. Use it low. Use it where ever you go.

Create it once and then you’re done Parent Sub-Site A A1 A2 Sub-Site B Sub-Site C C1 C1a Create at sub-site. Now I’m sad. I can’t share with the sisters I have.

Create it once and then you’re done Content Type Hub Create at Content Type Hub Use Enterprise Wide Parent Sub-Site A A1 A2 Sub-Site B Sub-Site C C1 C1a Parent Sub-Site A A1 A2 Sub-Site B Sub-Site C C1 C1a

List Tab > Settings Group > List Settings Site Settings > Web Designer Galleries > Site Columns

List Tab > Settings Group > List Settings Site Settings > Web Designer Galleries > Site Columns

List Tab > Settings Group > List Settings Site Settings > Web Designer Galleries > Site Columns

Create it once and then you’re done Go to List List Tab List Settings Add from existing column

Content Types Working with Content types can be quite advanced, however it’s best if you know what they are and where to turn them on.

A Group of columns and properties that describe something Content Type Defined: A Group of columns and properties that describe something Group items together on the same library or list by using content types to control your forms What is a content type. The easiest way is for me to describe a real life scenario. One of my users has a very long list of items and they are all related, but related in different ways. To show only those properties related to a particular item, use content types. An example of this would be like going into the produce section of your grocery store and listing everything you see. You may have content types related to fruits, vegetables and nuts and each of those types have different properties to fill out, but overall, still in the list of produce.

THEN CLICK THE ADVANCED SETTING FROM THE GENERAL SETTINGS AREA CHOOSE YES TO ALLOW MANAGEMENT OF CONTENT TYPES FIRST CHOOSE THE LIBRARY OR LIST AND GO TO SETTINGS THEN CLICK THE ADVANCED SETTING FROM THE GENERAL SETTINGS AREA

Upload Documents

Upload Documents We’ve got documents Yes indeedy Uploading is Easy

Upload Documents We’ve got documents Yes indeedy Uploading is Easy

Upload Documents We’ve got documents Yes indeedy Uploading is Easy

Upload Documents Upload multiple Required Fields No checked-in version

Upload Documents Require Check Out OR Upload multiple + Required Fields = No checked-in version Only uploader can see

Upload Documents Library Tab Library Settings Permissions & Management Mange files which have no checked in version Select all Take Ownership Fill in required columns or check in doc

Versioning

Versioning 2007 & 2010 whole copies 400,000 major versions Attachments not versioned Change to metadata = new version

Versioning Set limits Also affects Append Text

Versioning Major and minor keeps all drafts for number of specified major versions ALL

Versioning You just want to know if versioning is a go But settings are set to no access Click the ellipse, the ellipse and now you know. Versioning is a go, go, go

Versioning You know you want to. Yes you do. Add the version column to the view.

Navigation

Navigation Quick Launch LeftNav Current Navigation Global Navigation Top Link Bar Tabs Ribbons

Navigation Quick Launch LeftNav Current Navigation Global Navigation Top Link Bar Tabs Ribbons

Navigation Quick Launch LeftNav Current Navigation Global Navigation Top Link Bar Tabs Ribbons

Navigation Quick Launch LeftNav Current Navigation Global Navigation Top Link Bar Tabs Ribbons

Navigation Quick Launch LeftNav Current Navigation Global Navigation Top Link Bar Tabs Ribbons

With Publishing Without Publishing

With Publishing

With Publishing

Without Publishing

Without Publishing

Without Publishing

Without Publishing

Promoted Links One of the best features of 2013 version of SharePoint is promoted links. This allows you to create tiles with pictures to show in SharePoint and allows you to connect to any URL, not just the ones that are part of that site or subsite.

Promoted links is an app that is Standard in versions of SharePoint 2013 and O365 and works as a special list. First you name the app (just like you would name a list or library, try naming with one word here as well). Open your list to add in the information on where you want it to link to, how you want it to open such as in another tab or in the tab you already have open and add pictures. Typically I save my pictures in a global site assets library so I can reuse them from site to site. Also you will need the URL you are connecting to, if it on the web or on your SharePoint site. When you go from Promoted Links list view to Tiles View, you can see your work. If you hover over the picture, you can see your description you entered as well. And, my last piece of advice on this, Seussville is a real website and lots of fun to go to

Audience Targeting vs Permissions

Audience Targeting Permissions

Items & Files Navigation Web Parts Sites Lists & Libraries Folders Audience Targeting Permissions Items & Files Navigation Web Parts Sites Lists & Libraries Folders Document Sets Files

I won’t see it in search results Audience Targeting Permissions I can’t see it right now I can get to it I can’t see it I can’t get to it I won’t see it in search results

Sharing Sharing seems like the easiest thing to do in SharePoint, but what is lurking in the background is SCARY!

After clicking the ellipsis, you will find a SHARE button After clicking the ellipsis, you will find a SHARE button. This allows you to Share the information from person to person by generating an email to those people you wish to share the document with the URL to that document. HOWEVER…

OMG! YOU ARE ABOUT TO CHANGE SECURITY! YES, INDEED! Doing a SHARE actually changes the user profile to allow access to that item, essentially breaking inheritance permissions. However, this is not showing in the regular security area. Instead, you have to change the user profile to show as everyone or user=0 in the URL to see who has access to that particular area. It will still show like it’s using the permissions from the parent, but SharePoint is really lying to you so you need to make sure you are careful or you could have Thing 1 and Thing 2 running around rampant in your SharePoint site breaking things.

Invitation to Join Where: Add to group Who: Your Site Admin Instead of creating a whole lot of separate permissions to all the different documents, have your Site Admin set permissions for a user by Inviting them to a group on SharePoint that has permissions to that library or list.

AND WILL YOU SUCCEED? YES! YOU WILL INDEED! 98 AND 3/4 PERCENT GUARANTEED

Oh, The Places You Will Go With SharePoint Liz Sundet lsundet@earthlink.net or liz.sundet@oneneck.com @percusn http://www.linkedin.com/in/lizsundet/ itsocialbutterfly.wordpress.com Tamara Bredemus Tamara.Bredemus@live.com @TamaraBred HeyTamara.com Thank you

Pictures used in this presentation were found under the following locations and labeled as free for use. http://www.clipartpanda.com/categories/dr-seuss-clip-art-fish Words and text used from Dr. Seuss’ “Oh, the Places You Will Go” copyright 1991 by Randomhouse