Collaboration 101 – Back to Basics Donald Donais February 13th, 2019 Collaboration 101 – Back to Basics Brian Caauwe

Brian Caauwe Manager, Business Productivity @ Avtex Email: bcaauwe@avtex.com Twitter: @bcaauwe Fun Fact: Now has over 900+ PEZ dispensers in my collection

Agenda

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

MNSPUG Sponsors Dedicated Sponsors SharePoint User Group Support Sponsorships Levels: Gold Sponsorship - $500 Silver Sponsorship - $250 Avtex (www.avtex.com) Microsoft (www.microsoft.com) SharePoint User Group Support 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 https://www.linkedin.com/groups/1878792 Twitter tags - @MNSPUG and #MNSPUG Yammer – Minnesota SharePoint Users Group https://www.yammer.com/mnspug/

Upcoming Schedule Next Meeting Ongoing Schedule March 13th, 2018 – Power BI, Dean Swann Microsoft Technology Center, 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

Local and Online Events Dashboard in a Day – February 15th @ MTC https://www.microsoftevents.com/profile/form/index.cfm?PKformID=0x5825306abcd App in a Day – March 5th @ MTC https://www.microsoftevents.com/profile/form/index.cfm?PKformID=0x4338784abcd The North American Collaboration Summit – March 14th – 15th @ Branson, MO http://www.collabsummit.org/ MN PowerApps and Flow User Group – March 21st @ RBA in Wayzata, MN https://www.powerplatformug.com/minneapolis SharePoint Saturday Omaha – March 30th @ Omaha, NE http://www.spsevents.org/city/omaha/omaha2019 SharePoint Saturday Twin Cities – April 6th @ Normandale Community College http://www.spstc.com REGISTER: https://www.eventbrite.com/e/sharepoint-saturday-twin-cities-spring-2019-tickets-55007874032 SharePoint Fest D.C. – April 29th – May 3rd @ Washington D.C. https://sharepointfest.com/DC/ SharePoint Conference – May 21st – 23rd @ Las Vegas, NV https://sharepointna.com Anything Else?

News and Updates

New icons coming to Office 365 app tiles Posted 01/09/2019 Rollout Start mid-January Complete end of February Locations Office 365 app launcher Office.com GCC Excluded Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC171843

Microsoft Shifts Posted 01/09/2019 Schedule management tool in Teams Rollout Start – Now Complete – Shortly Enabled by Default Platforms Web Desktop Mac iOS Android More Information: https://www.microsoft.com/en-us/microsoft-365/blog/2019/01/09/3-new-ways-microsoft-teams-empowers-firstline-workers-to-achieve-more Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC171914

Self-service Office 365 Video migration to Microsoft Stream Posted 01/11/2019 Opt-in process Rollout – Q1 2019 Migrate to Stream Videos Channels Permissions Cannot be paused or restarted GCC Excluded Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC171958

Delivering SharePoint modern experiences Posted 01/15/2019 April 1st - Tenant wide modern opt-out Granular opt-out’s still available Site List / Library “No plans to remove classic mode” More Information: https://techcommunity.microsoft.com/t5/Microsoft-SharePoint-Blog/Delivering-SharePoint-modern-experiences/ba-p/315023

Out of box Flow templates in OneDrive Posted 01/16/2019 Rollout Start - “Soon” Complete - Early February Templates Copy as a PDF Request Approval Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC172147

PowerApps - Improved data source and field selection Posted 01/17/2019 Adding fields Search Multi-select Drag and Drop reordering Adding data source More Information: https://powerapps.microsoft.com/en-us/blog/improved-datasource-and-field-selection-in-canvas-apps/

Flow – January connector improvements Posted 01/17/2019 Planner User Assignment Office 365 Events Get Categories New Connectors Ally TxtSync More Information: https://flow.microsoft.com/en-us/blog/january-connector-improvements-and-new-releases/

Mass delete notifications Posted 01/17/2019 Rollout Start - Early February Complete - End of February Deletes more than 200 synced files at once OneDrive for Business SharePoint Online Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC172231

Planner Notifications for Teams Posted 01/18/2019 Rollout Start – February 18, 2019 Completion – July 2019 Members of a Team with Planner installed Teams notification on assignment Adds Planner Bot Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC172285

Microsoft Teams Rooms Posted 01/23/2019 Works with Skype 4 Biz calls / meetings Enhanced Capabilities Proximity Detection Companion experiences with mobile Support for dual screen monitors More Information: https://techcommunity.microsoft.com/t5/Microsoft-Teams-Blog/Introducing-Microsoft-Teams-Rooms/ba-p/323848

Stream - New interactive video features Posted 01/23/2019 Beginning “this quarter” Forms Integration Quizzes Forms Polling More Information: https://techcommunity.microsoft.com/t5/Microsoft-Stream-Blog/New-interactive-video-features-and-deeper-integrations-with/ba-p/323918

January 2019 SharePoint Modernization News Posted 01/23/2019 Coming in February 2019 Bulk check in / out Signals Column Totals Add columns between columns Column drag and drop Coming in March 2019 Sticky Headers Modern Document Sets More Information: https://techcommunity.microsoft.com/t5/Microsoft-SharePoint-Blog/January-2019-SharePoint-Modernization-News/ba-p/320552 Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC173417

New site branding and mega menu navigation features Posted 01/24/2019 Features Header Layouts Mega Menu (Comm Sites) Footer Control (Comm Sites) Enabled by Default Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC172503

Auto Cloud Save Posted 01/25/2019 Default Save Dialog OneDrive SharePoint More Information: https://techcommunity.microsoft.com/t5/Office-365-Blog/Save-your-files-to-the-cloud-more-easily/ba-p/325133

Send a Flow as a copy Posted 01/29/2019 New Feature Sends email notification Adds to Shared with Me templates Requirements 1 successful run since last update Send to within your organization More Information: https://flow.microsoft.com/en-us/blog/send-a-flow-as-a-copy/

Office 365 Start Page Posted 01/30/2019 Office.com new default start page No more personalization Bookmarks instead Rollout – March Message Center: https://admin.microsoft.com/AdminPortal/home?switchtomodern=true#/MessageCenter?id=MC172700

Flow – more powerful conditions and more Posted 02/06/2019 Advanced Condition Builder SharePoint Remind Me Flow Peek Code New Connectors Microsoft Graph Security XooaDB More Information: https://flow.microsoft.com/en-us/blog/build-more-powerful-conditions-in-flows-and-more/

New improvements to the SharePoint Migration Tool Posted 02/08/2019 New Features Managed Metadata Service Support Web Parts Site Navigation Pages More Information: https://techcommunity.microsoft.com/t5/Microsoft-SharePoint-Blog/Microsoft-365-migration-on-your-terms-with-new-improvements-to/ba-p/332986

SharePoint Page Enhancements Posted 02/11/2018 Rollout Worldwide – End of February 2019 Enhancements Customize title region Section backgrounds Custom page thumbnails Custom page descriptions Removal of Feedback Button Starting week of February 18th More Information: https://techcommunity.microsoft.com/t5/Microsoft-SharePoint-Blog/SharePoint-page-enhancements/ba-p/334735

Terminology

What is SharePoint?

Online Portal Collaboration Intranet Business Processes Server Content Service Online File Repository Business Processes Collaboration Intranet Portal Search Engine Server Development Platform Community Extranet

Related Services

Pervasive for targeted communications Yammer Teams Outlook Email Inner Loop Outer Loop People you work with regularly on core projects Files Sites Content SharePoint People you connect with openly across the organization Sales Account Team Marketing Campaign Team Product Development Team Corporate Communications Leadership Connections Employee Communities Pervasive for targeted communications

https://beta.jumpto365.com/

OneDrive for Business Co-author together in real time in Office applications Store, sync & share files inside or outside your org Find, follow & discover content from anywhere on any device Manage document revisions with integrated feed & version history Receive comments & changes while on the go with notifications

Delve Surface content based on who you work with & what is trending Find people & expertise with recommendations from Microsoft Graph View personalized content in context & on the go Control visibility of sensitive content with existing permissions

Teams Chat for today’s teams to keep everyone in the know A hub for teamwork integrated with Office 365 Security teams trust with enterprise-level protection Customizable for each team with content and capabilities Connect across multiple devices

PowerApps Full control over user experience, use it as you build it Create app logic with familiar Excel-like expressions Mash up data from multiple sources right at the app level Add 250+ connected data sources Add custom connectors and on-premises sources Publish instantly to iOS, Android, Windows, and the web

Flow Work less and do more, from anywhere Pass information back and forth between multiple sources throughout a process Send notifications via mobile or e-mail Initiate processes from a push of a button Process and manage approvals

Yammer Foster open team discussions with the group feed Tap into collective knowledge with search & discovery Crowdsource ideas & share best practices across the org Get the pulse of your company using polls, praise & follows Drive employee engagement with actionable updates & alerts

Stream Create, manage, and subscribe to various channels Secure cloud based video upload, storage and optimized playback Capture, share, and discover videos from any device

Planner Helps teams organize teamwork visually Team members can easily assign tasks, share files, chat about tasks and get updates on progress Targeted at Information Workers Optimal for ad-hoc teams that want to add more structure to their ongoing collaboration

Break

Features

Services Excel User Profile Search Managed Metadata Etc SharePoint Structure Web Application / Tenant Site Collection = Collection of Sites Site = a.k.a. web = Collection of Lists Modern (Team / Group, Communication) vs. Classic (Team, Blog, Publishing, etc) List = Collection of Items (Document library, Calendar, Task List, all different types of lists) Lists have fields for categorization of content and views for default categorizations Modern (Custom, Library, Announcement, etc) vs. Classic (Tasks, Calendar view) Items = Collection of Metadata (Documents, Pages are types of Items… as are Folders)

Anatomy of a Site

Lists

Anatomy of a List

Content Types ID Columns Policies Workflows Templates Content Types – always have some sort of content type Templates Content Types

Creation Site / Web Site Collection Content Type Hub Content Types

Fields Display Name vs. Internal Name Types All have different options Visibility List Column Content Types Fields – Text, Choice, Date, Person, URL, Managed Metadata, etc. Fields

Fields Creation List / Library Site / Web Site Collection Content Type Hub Fields

Fields

Classification Red P100D Tesla 4 Doors Model S Car

Classification Type Car Make Tesla Model Model S Package P100D Color Red Doors 4 Doors

Views Classic Views Ribbon Interaction Options Columns Sorting Filtering Grouping Totals Folders Views Views – Sorting, Grouping, Filtering, Fields

Views Modern Views Classic+ Action Bar Grouping Filters Pinning List vs. Tiles Modern Integrations Flow PowerApps Views Views – Sorting, Grouping, Filtering, Fields

Forms Classic Forms SharePoint List Have Built In Form Display All Columns Associated to the List or Content Type Multiple Content Types == More Functionality Very Simple Features Customize with XSLT Forms – Display, Edit, New .. PowerApps, InfoPath Forms

Forms Modern Forms Inline Edit Display All Columns Bulk Updates Customize with PowerApps Forms – Display, Edit, New .. PowerApps, InfoPath Forms

Settings 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 Settings Check in / Check out Versioning (Major / Minor), Draft Item Security Content Approval Item-level permissions Folders Search Settings

Settings Item-level Permissions Read Access Create and Edit Access Column Default Values Folders Allow creation or not Search Hide from index Settings Item-level permissions Folders Search Settings

They still have a purpose Permissions Default Metadata Throttling Folders

Workflows Classic Workflows Out of the Box Workflows Minimal Configuration Very Focused Workflows Example: Approval Workflow SharePoint Designer Workflows More Complicated Workflows Allow Step by Step Definition 2010 & 2013 Differences Workflows – On Item Create / Change / Manual … Flow

Workflows Modern Workflows Microsoft Flow Templates SharePoint Actions Other SaaS services Workflows – On Item Create / Change / Manual … Flow

Pages

Anatomy of a Page

Classic

Anatomy of a Page - Classic Layouts Zones Web Parts App Parts

Classic Web Parts - Classic Parts Web Parts App Parts Categories Apps Blog Business Data Community Content Rollup Filters Forms Media and Content Search Search-Driven Content Social Collaboration

Modern

Anatomy of a Page - Modern Sections Columns Client-Side Web Parts Modern

Modern Web Parts - Modern Client-side web parts 1st party – Microsoft 3rd party – SharePoint Framework Categories Text, Media and Content Discovery Communication and Collaboration Business Intelligence Miscellaneous Connectors* Modern

Demo – Modern Web Parts

Permissions

Groups

Inheritance Site List Folder Item

Inheritance Can Be Broken At Any Level Breaking Inheritance Can Be Broken At Any Level Parent Changes Are Not Reflected in Child

Full Control Levels

Edit Levels

Contribute Levels

Read Levels

Thanks for coming! Last But Not Least Please Fill Out Evaluations Participants Eval http://bit.ly/MNSPUGSurvey Today’s Presenters: Brian Caauwe