1. Donald Donais
January 11th, 2016
SharePoint 101
Trevor Huinker

2. 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

3. 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

4. MNSPUG Sponsors Dedicated Sponsors Annual Sponsor
Avtex (
Microsoft (
Atomic Data (
K2 (
SharePoint User Group Support
Sponsorships Levels:
Gold Sponsorship - $500
Silver Sponsorship - $250
Wrox Press ( O’Reilly (

5. 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

6. 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

7. Upcoming Schedule Next Meeting Ongoing Schedule
February 8th, 2017 – TBD
Microsoft Technology Center, Edina, MN
Check for updates!
Ongoing Schedule
2nd Wednesday of every month
9:00 to 11:30 am
Microsoft Technical Center – Edina

8. 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 -
SharePoint Saturday St. Louis – January 21st 2017 St. Louis University, MO
Nintex InspireX – February 13th – 15th, New Orleans, LA
SharePoint Saturday Twin Cities – May 6th (Stay Tuned for more information)
Anything Else?

9. Evaluations & Giveaways!

10. Presenter

11. 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!!)
Certifications - MCSE: SharePoint, MCSE: Productivity, MCSA: Office 365, Nintex Workflow Admin

12. 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

13. Getting to Know You!

14. 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!

15. 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!

16. 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

17. 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.

18. SharePoint Terminology & Structure

19. 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.

20. SharePoint Structure

21. 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

22. 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

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

24. 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

25. SharePoint High Level Features

26. 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

27. 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

28. Modern Custom List/Form
** Available with SharePoint Online

29. 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

30. Microsoft Flow
** Available with Office 365

31. 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
Delve – Intelligent, people, favorites and boards

32. 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

33. 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?

34. Break

35. Working with Content

36. 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)

37. 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…

38. 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.

39. 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

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

41. You Already Do Metadata!

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

43. 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

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

45. 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

46. 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

47. 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

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

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

50. 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

51. 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 Datasheet View
SharePoint 2013 Quick Edit
Edit The Columns Within That View In The Browser

52. Use of Views to Group Content
Before
After

53. 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

54. 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

55. Having Consistency

56. 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

57. 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

58. 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

59. 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

60. Understanding SharePoint Permissions

61. 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

62. Best Practices With Permissions
Active Directory Group
SharePoint Group
Apply
Security

63. 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

64. 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

65. Last Thoughts!

66. 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

67. 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

68. Thanks for coming! Last But Not Least Please Fill Out Evaluations
Drawings for Giveaways
Online Participants Eval
Today’s Presenters:
Trevor Huinker
Thanks for coming!