Meeting #133http://sharepointmn.com Welcome to the Minnesota SharePoint User Group January 13 th, 2016 How SharePoint Can Be Used In Your Organization Don Donais Donald Donais

Meeting #133http://sharepointmn.com Agenda MNSPUG Information Getting To Know You! SharePoint Basic Terminology SharePoint High Level Features BREAK Working with Content Having Consistency Understanding SharePoint Permissions Last Thoughts! Giveaways

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com MNSPUG Sponsors Wrox Press ( O’Reilly ( Dedicated Sponsors Avtex ( Microsoft ( Annual Sponsor Sponsorships Levels: Gold Sponsorship - $500 Silver Sponsorship - $250 Sponsorships Levels: Gold Sponsorship - $500 Silver Sponsorship - $250 SharePoint User Group Support Atomic Data (

Meeting #133http://sharepointmn.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

Meeting #133http://sharepointmn.com Social Networking Linked In group – The most interactive… includes job postings…  Post Job Posting on the Jobs Discussion page  Twitter tags and #MNSPUG Yammer – Minnesota SharePoint Users Group 

Meeting #133http://sharepointmn.com Upcoming Schedule Next Meeting  February 10 th, 2016 – Member User Case Studies  Microsoft Technology Center, Edina, MN  Check for updates! Ongoing Schedule  2 nd Wednesday of every month  9:00 to 11:30 am  Microsoft Technical Center – Edina We Need Your Help! Looking for MNSPUG members to “Show and Tell” what you have implemented for your organizations in SharePoint. Contact if interested by Jan 22 nd.

Meeting #133http://sharepointmn.com Local and Online Events

Meeting #133http://sharepointmn.com Evaluations & Giveaways!

Meeting #133http://sharepointmn.com Presenter

Meeting #133http://sharepointmn.com Donald Donais Solutions Architect – Portals Family: Kelli (Wife), Mackenzie (14), & Mitchell (11) LinkedIn: Blog: Drummer: When I am not working!

Meeting #133http://sharepointmn.com Mentors for Today! Jacque Anderson Beth Beck Tamara Bredemus Sarah Haase Liz Sundet Edith Young

Meeting #133http://sharepointmn.com 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 Mentors Are Available Throughout the Meeting Online Members  Use the GoToWebinar Chat to ask questions of the Mentors

Meeting #133http://sharepointmn.com Getting to Know You!

Meeting #133http://sharepointmn.com Which Version are You Currently Using? SharePoint 2007 SharePoint 2010 SharePoint 2013 SharePoint Online I am not quite sure! ** Online Participants – Please use the GoToWebinar Poll to answer question!

Meeting #133http://sharepointmn.com 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 GoToWebinar Poll to answer question!

Meeting #133http://sharepointmn.com Group Activity(5 Minutes) Within Your Group Or Individually Come Up With 1. What Business Needs Are You Looking for SharePoint to Help With? 2. Whittle Down Your List to Top Appoint a Representative to Communicate for the Group 4. Online Participants – Please Use Chat to Communicate Your Business Needs

Meeting #133http://sharepointmn.com SharePoint Basic Terminology

Meeting #133http://sharepointmn.com 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.

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com SharePoint Recycle Bin All Versions Have Two Stage Recycle Bin Stage 1 – Site Level Recycle Bin  Retained for 30 Days and SPO 93 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  Retained for 30 Days and SPO 93 Days – Default Setting  Only Site Collection Administration Can Recover  Only Site Collection Can See All Deleted Document, Items and Even Library/Lists Recoverable

Meeting #133http://sharepointmn.com SharePoint High Level Features

Meeting #133http://sharepointmn.com Document Management Versioning  Documents and Items  Major and Minor Versioning  Limit # of Versions Kept  Up to 2013 – Whole 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

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com 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  Getting Better Added Refinement Panel  2013 – User Relevance and Improved Refinement Panel  Future – Delve?

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com Group Activity (5 Minutes) Within Your Group Or Individually Come Up With 1. What type of content will need to be stored within your SharePoint environment? 2. What basic features would you need to support your group using SharePoint?

Meeting #133http://sharepointmn.com Break

Meeting #133http://sharepointmn.com Working with Content

Meeting #133http://sharepointmn.com What Is Metadata? What is the difference?

Meeting #133http://sharepointmn.com You Already Do Metadata! Defined In Terms of Fruit Season Type Uses Taste

Meeting #133http://sharepointmn.com 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  Standard & Enterprise Version  Create Term Store Component Then Attach to Column

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com View Options Columns DDisplay Specific Columns in Any Order Sorting BBy Columns and By Two Levels Filter BBy Columns and Multiple Levels RRules: Is Equal To, Is Not Equal To, Contains, Greater Than... CConditions: And/Or [[Me] or [Today] Group By BBy Columns and Two Levels Totals –C–Calculating Sum, Min, Max, Total, Average, Count for Field Styles –D–Displaying Information Differently –S–Shaded/Preview Pane Folders –T–To Show Folders or Not to Show Folders

Meeting #133http://sharepointmn.com Quickly Add Metadata Column Default Value Settings  SharePoint 2010 & 2013  Sets Default Value On a Folder  Documents Tagged Automatically with Default Value Datasheet View or Quick Edit  SharePoint Datasheet View  SharePoint 2013 Quick Edit  Edit The Columns Within That View In The Browser

Meeting #133http://sharepointmn.com BeforeAfter Use of Views to Group Content

Meeting #133http://sharepointmn.com Moving From Folders To Metadata NameSharePoint EntityDescription Executive TeamTeam SiteCollaboration site for Executive members E-Team ProcessesSharePoint LibraryWord & PowerPoints are stored within library Document CategoryCustom Choice FieldChoices: Brainstorming, Process Improvement, New Processes PriorityCustom Choice FieldChoices: High, Medium, Low Management ReportsSharePoint LibraryExcel & PowerPoints are stored within library Document CategoryCustom Choice FieldChoices: Budgets, Revenue, Sales by Sales Exec, Pipeline QuarterCustom Choice FieldChoices: Q1, Q2, Q3, Q4 Translates To

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com Group Activity (10 Minutes) Within Your Group Or Individually Come Up With 1. Based on the previous activity (decide what content needs to be stored in SharePoint), how would you organize your information using the following a.Lists/Library Apps b.Metadata Need within Lists/Library Apps c.Views **Please limit yourself to 1-2 pieces of content

Meeting #133http://sharepointmn.com Having Consistency

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com Content Type Defined as “Types of Content”  Media  Documents  Contacts  Pages... Many Out of the Box Content Types  Document CT  Event CT  Article Page CT  Item CT Wrapping Other Elements  Site Columns  Workflows  Templates

Meeting #133http://sharepointmn.com Group Activity (10 Minutes) Within Your Group Or Individually Come Up With 1. How would you structure your local navigation to support your content? 2. Define 1 Site template in terms of: a.List and Library (Apps) needed b.Home Page content needed

Meeting #133http://sharepointmn.com Understanding SharePoint Permissions

Meeting #133http://sharepointmn.com Permissions! ABC.com Human Resources (Pub Site) Benefits (Library) PTO Policy (Doc) SalesIT 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

Meeting #133http://sharepointmn.com Best Practices With Permissions Active Directory Group SharePoint Group Apply Security

Meeting #133http://sharepointmn.com Tools for SharePoint Permissions (SharePoint 2010 – 2013) View Group Permissions  Use to View Permission Assignments of Group Within Site Collection  Group > Settings > View Group Permissions

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com Last Thoughts!

Meeting #133http://sharepointmn.com 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

Meeting #133http://sharepointmn.com 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 

Meeting #133http://sharepointmn.com Last But Not Least Please Fill Out Evaluations Drawings for Giveaways Online Participants Eval  Today’s Presenters: Don Donais